Event Coordination Assistant

Position Information

Classification Title External Affairs Paraprofessional/Professional FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Bachelor's degree or 3 years of hospitality experience

Event coordination experience preferred

Position Summary

This position is charged with administrative and event support for all Special Events at the UGA Center for Continuing Education & Hotel (the Georgia Center) as well as various locations on the University of Georgia campus. This position will serve as a support for Sales and Event Management and Food and Beverage efforts to successfully provide exemplary customer service to clients. The position supports the planning, coordination, and execution of approximately 200 high-profile special events each year.

Knowledge, Skills, Abilities and/or Competencies

• Strong communication skills including both oral (in person and phone) and written.

• Possess organizational and time management skills including the ability to handle multiple projects simultaneously while consistently documenting communications with clients.

• Ability to meet the public and create a favorable impression of the Georgia Center

• Excellent customer service skills.

• Ability to work independently and with initiative, within departmental guidelines.

• Ability to demonstrate a strong work ethic and support a positive work environment.

• Proficient in use of Windows Office Suite, internet research skills

• Ability to work hours beyond the norm of Mon-Friday 8-5, in order to service accounts. This may include morning and/or evening hours as well as occasional weekend work.

Physical Demands

Lift items up to 30 pounds (i.e. boxes), sit at a computer, walk and climb stairs.

Is driving a responsibility of this position? No Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Administrative

• Respond promptly by phone or email to Special Event inquiries.

• Prepare proposals and agreements accurately, in compliance with university and departmental guidelines.

• Reserved space for events in the Facilities Management System and submit accurate and updated requests.

• Input event details and revisions.

• Update events with menus, guest counts, and diagrams

• Create and maintain accurate client records using the Facilities Management System

• Create accurate event diagrams for client approval.

• Assist in creation of custom menus.

Percentage of time 65 Duties/Responsibilities

Event Support

• Work collaboratively with the Event Coordinators, Event Services and Banquet teams, providing timely and accurate information relating to room sets, A/V needs, and food functions, to ensure the successful execution of the event.

• Lead and supervise the F&B service team in absence of Manager of VIP events.

• Provide on-site and offsite event support which may include work outside of the Monday-Friday 8-5 norm. This includes meeting with a client, checking room sets, A/V, and banquet orders.

Percentage of time 25 Duties/Responsibilities

Other

• Assist other GC Departments and staff with their events as needed.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Leta Salazar Recruitment Contact Email leta.salazar@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this job opportunity at the Georgia Center for Continuing Education and Hotel?

• UGA Jobs

• Georgia Center Employment Page

• Georgia Center Talent Recruitment Brochure

• Insidehighered.com

• Indeed

• hCareers

• LinkedIn

• Facebook

• Department of Labor

• Goodwill

• From a current UGA employee

• Other

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.