Student Event Services Supervisor

Title: Student Event Services Supervisor

Division: University Marketing and Communications

Department: Special Events and Scheduling

FLSA Status: Non-Exempt

Salary Range: Grade 8: $17.35/hour

EEO Job Group: 5 E5

Position Summary

The University of Southern Indiana is accepting applications for Student Event Services Supervisor.

Responsible for the facilitation of all student organization events on campus that further the mission of each specific organization and the University of Southern Indiana. Management function includes, but is not limited to, event planning, implementation and coordination of campus services (both internal and external service providers); work closely with all resources and event support personnel to ensure seamless and successful experiences for partners, clients, and guests.

Manage the facility scheduling process for all USI Student Organizations’ meetings, programs, and activities on campus. Schedule activities in University facilities, including outdoor venues and grounds, and make thoughtful decisions regarding eligibility of requests for space based on compatibility with the University’s mission. Responsible for negotiation and resolution of issues related to space management for student organization needs. Uphold stewardship role for facilities by matching needs of the event/activity with the most appropriate space available.

Serve as the sole point of contact for all student organizations regarding student events. Mentor student leaders throughout the event planning process to counsel the development of ideas into a complete vision, guide them through obstacles, teach best practices for establishing events, and advise on organizational skills and abiding protocols. Provide “one-stop shopping” experience for student contacts through coordination with multiple campus departments’ services.

Duties/Responsibilities 

• Plan, manage and supervise implementation of events sponsored by all USI Student Organizations, Housing and Residential Life, Religious Life, and USI Intramural Sports. Produce effective and seamless events including, but not limited to: Welcome Week, Greek Week, Dance Marathon, Lip Sync, Late Night at USI, Relay for Life, Sorority/Fraternity Recruitment, and other numerous high maintenance annual and spontaneous events along with prioritizing various smaller events with limited needs.
  
  
• Administers scheduling requests for all USI Student Organization, Housing and Residential Life, Religious Life, USI Intramural Sports of over 11,000 events annually. Develop an understanding of the organization’s needs, consistent with USI mission and policies, and assign the appropriate space to both meet the needs of the group and maximize campus facilities. Negotiate with event contacts to find an alternate date or venue if their first choices are unavailable. Communicate with space “owners” of various event locations, if necessary, to secure and document approvals prior to confirming and scheduling spaces for events. Schedule space reservations in a time sensitive manner and send reservation confirmations to clients. Indicate appropriate locations for events to student contacts.
  
  
• Advise and mentor student event contacts in the event development process of all logistics from beginning to end. Facilitate the creation of a simple event concept into an accomplished and thorough vision. Establish excellent communication with student contacts, determine specific goals and priorities that must be met for each event, and develop and identify specific action plans for each contact.
  
  
• Establish that all logistics for each event fall within safety guidelines (University, State, and Federal policies) by contacting experts from pertinent campus departments (if necessary) including but not limited to: Public Safety, Environmental Health and Safety, Risk Management, and Facility Operations and Planning regarding risk elements, environmental concerns, matters related to grounds keeping of USI fields and lawns, and involvement of Public Safety officer presence, and obtaining applicable approvals for event execution.
  
  
• Ensure coordination of event related services including facility room arrangements, catering, audio/visual, work orders and other necessary event elements for meetings/programs/activities/conferences scheduled by student organizations. Create set-up diagrams in Social Tables software identifying room setup and needs for each reserved space to be shared with other departments that assist in facilitating events. Maintain impeccable event files in EMS event management software for historic reference.
  
  
• Assure all policies and procedures releva