Events Coordinator

Events Coordinator

Reports to: Director of University Events, Camps & Conferences

Job Status: Non-exempt

Position Summary:

The Events Coordinator will support the overall production, efficiency, and daily operations of the University Events, Camps & Conferences unit. In addition, coordinating internal event initiatives, external event initiatives, camps, conferences, and general event requests, this position will support all our activities as an active partner in a growing department on the campus of Houston Christian University. Position will be expected to work weekends and evenings, when events dictate, while assisting in delivery and production of special events, and University activities. This position will play an integral role in the day-to-day operations, auxiliary services, and initiatives engaged with University scheduling, and assist with expanding and maintaining all internal and external events. Additionally, the candidate must be able to serve as an effective spokesperson for the Christian identity and mission of the University.

General Duties:

• Events, Camps & Conference planning for a range of events - from smaller to progressively complex events.

• Serve as the event liaison between the university catering, facilities management, university police, risk management office, custodial services, and other key partners.

• Develop relationships and interact with clients that encourage repeat business, and word-of-mouth marketing.

• Work closely with academia and external contracts, preparing materials for university events, camps and conferences.

• Effectively negotiate contracts on a regular basis working closely the Director and Assistant Director, and overall team.

• Monitor all aspects of the events to see that the approved university policies and procedures are followed, and events are compliant with all applicable regulations and laws.

• Assist with supervision of student staff. i.e. house managers, ushers, event interns, and etc.

• Where necessary- serve as on-site manager during the event to monitor and/or correct situations that may arise with technological needs, timely delivery of food, maintenance concerns, etc., as well as monitor client satisfaction.

• Document and assist in evaluating the event along with other follow-up activities

• Manage certain business processes for university events, camps and conferences, including projection of FY revenue and expenses.

• Present a professional image to visitors, and ensure excellence in customer service.

• Ability to manage and coordinate multiple projects simultaneously, while maintaining an uplifting environment.

• Coordinate with Ad Astra scheduling operations, and planning pod event planning systems.

• Operate computer with Microsoft suite, including Outlook, Word and Excel.

• Other duties as assigned. This list is not meant to be all inclusive.

Operation Management:

• Create and maintain a décor database, tracking its use as well as overseeing maintenance and repair, as needed.

• Oversee the ordering and replacement of damaged items.

• Assist with ticketing serving as point of contact for ticketing system, work with clients, manage the ticketing database, the ticketing system, and ensure the system is fully operating to expectations.

• Identify, assess, and improve on internal processes.

Supervisory Responsibilities:

• Assist in developing, coordinating, and implementing an approved staffing plan for the student staffing levels, and special events staff. Recruit, select, train, supervise, schedule, and evaluate staff in accordance with Department, Divisional and University guidelines.

Other Duties and Responsibilities:

• Serve on campus committees as assigned.

Requirements:

• A Bachelors degree or advanced degrees in sports management, hospitality, event planning or related field.

• Prior events and/or hospitality experience.

• Exceptional written and oral communication skills.

• Welcoming presence, demeanor and ability to work with various levels of constituents internally and externally.

• Ability to work independently on projects, and events, when necessary.

• Organized, energetic, positive, flexible and detail-oriented.

• Good emotional decision-making. Self-control under pressure situations.

• Willingness and eagerness to learn new industry standards & experiences.

• Understanding the importance of risk management.

• Ensure a safe & healthy working environment, and compliance with all policies and procedures.

Physical Demands:

• Ability to move around campus when position dictates.

• Works occasional irregular hours, including nights and weekends.

• Position may involve extended periods of time at desk and/or standing.

• The ability to assist in lifting and moving events related equipment, and exert physical effort. This may involve some lifting, carrying, moving, pushing, and/or pulling objects, materials of various weights ranging from 20lbs+.

Additional Information

Houston Christian University is an independent, private Christian liberal arts institution with a diverse student body. It has access to all the cultural advantages of one of the largest metropolitan centers in the country. For more information about the University, visit