Capital University
Event Coordinator
Capital University, Columbus, Ohio, United States, 43224
Under the supervision of the Director of Conference Services is responsible for the planning and execution of all assigned internal and external events and supports the Director in large-scale or high-profile events as requested. The coordinator's focus is to consistently deliver high quality customer service for all assignments and to support the department in achieving its goals for effective and efficient operations.Primary roles and responsibilities:
Event
planning
and
management
events
assigned
by
Director:
Plans and schedules facilities and services for university and outside organizations' events.
Coordinates with university client or external client to determine technical and/or other special requirements needed for event.
Develops and reviews cost estimates for clients; tracks actual expenses for use in subsequent budget projections, event assessment, and planning.
Provides guidance and information to clients regarding facility use and capabilities. Maintains direct contact with clients.
Determines resources available such as equipment, AV or labor and compares with event requirements and handles obtainment of additional resources needed such as equipment rental.
Works closely with the Catering Director on all food and beverage needs for assigned events including equipment coordination.
Works closely with Facilities Management, Conservatory of Music, Housekeeping and the Athletic Department to ensure successful communication in event planning.
Attends events to facilitate operations and respond to emergencies, problems, , ensuring all aspects of events are implemented and controlled according to plans.
Utilizes 25Live event creation platform to create confirmations, services orders or setup worksheets for clients as needed.
Populates daily, weekly, and monthly facility activities calendar for assigned events and updates as required.
Oversees the coordination and implementation of summer camps, student staffing, and execution.
When needed, assists the Operations Staff with setup and tear down of tables, chairs, equipment, and audio-visual.
Administrative Duties:
Assists the Director with website design and updates as well as Engage event promotion.
Assists the Director with compiling and maintaining manuals of departmental policies and procedures for the booking of space and for requesting other meeting and event services.
Runs reports from 25Live regularly to assess space utilization and scheduling coordination.
Contract negotiation with external clients.
Invoicing clients and processing payments through the Bursar's Office.
Qualifications :
Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Excellent skills in Microsoft Word, Excel, Access, PowerPoint, Outlook, Publisher, and the ability to learn 25live and Engage.
Ability to communicate professionally through both verbal and written means, and the ability and/or skill to work closely with others as part of a team.
Ability to work without supervision and demonstrate considerable initiative, manage multiple priorities under tight deadlines, and perform supervisory responsibilities.
Pro-actively seeks additional tasks and direction when necessary.
Capital University is committed to increasing the diversity of the Capital community and curriculum. This commitment includes Capital's dedication to the development of faculty and staff who are committed to inclusive practices in teaching, learning, working and all other campus and community interactions. Candidates who can contribute to that goal are particularly encouraged to apply.For more information on Capital University, visit our website at
www.capital.edu
.Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, life insurance and free parking.Capital University is an equal opportunity employer, and supports a diverse and inclusive campus community. Capital University does not discriminate on the basis of race, color, national or ethnic origin, sexual orientation, religion, sex, gender, age, disability, veteran status, or other characteristics protected by the law.
Event
planning
and
management
events
assigned
by
Director:
Plans and schedules facilities and services for university and outside organizations' events.
Coordinates with university client or external client to determine technical and/or other special requirements needed for event.
Develops and reviews cost estimates for clients; tracks actual expenses for use in subsequent budget projections, event assessment, and planning.
Provides guidance and information to clients regarding facility use and capabilities. Maintains direct contact with clients.
Determines resources available such as equipment, AV or labor and compares with event requirements and handles obtainment of additional resources needed such as equipment rental.
Works closely with the Catering Director on all food and beverage needs for assigned events including equipment coordination.
Works closely with Facilities Management, Conservatory of Music, Housekeeping and the Athletic Department to ensure successful communication in event planning.
Attends events to facilitate operations and respond to emergencies, problems, , ensuring all aspects of events are implemented and controlled according to plans.
Utilizes 25Live event creation platform to create confirmations, services orders or setup worksheets for clients as needed.
Populates daily, weekly, and monthly facility activities calendar for assigned events and updates as required.
Oversees the coordination and implementation of summer camps, student staffing, and execution.
When needed, assists the Operations Staff with setup and tear down of tables, chairs, equipment, and audio-visual.
Administrative Duties:
Assists the Director with website design and updates as well as Engage event promotion.
Assists the Director with compiling and maintaining manuals of departmental policies and procedures for the booking of space and for requesting other meeting and event services.
Runs reports from 25Live regularly to assess space utilization and scheduling coordination.
Contract negotiation with external clients.
Invoicing clients and processing payments through the Bursar's Office.
Qualifications :
Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Excellent skills in Microsoft Word, Excel, Access, PowerPoint, Outlook, Publisher, and the ability to learn 25live and Engage.
Ability to communicate professionally through both verbal and written means, and the ability and/or skill to work closely with others as part of a team.
Ability to work without supervision and demonstrate considerable initiative, manage multiple priorities under tight deadlines, and perform supervisory responsibilities.
Pro-actively seeks additional tasks and direction when necessary.
Capital University is committed to increasing the diversity of the Capital community and curriculum. This commitment includes Capital's dedication to the development of faculty and staff who are committed to inclusive practices in teaching, learning, working and all other campus and community interactions. Candidates who can contribute to that goal are particularly encouraged to apply.For more information on Capital University, visit our website at
www.capital.edu
.Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, life insurance and free parking.Capital University is an equal opportunity employer, and supports a diverse and inclusive campus community. Capital University does not discriminate on the basis of race, color, national or ethnic origin, sexual orientation, religion, sex, gender, age, disability, veteran status, or other characteristics protected by the law.