Events and Amenities Coordinator

Position Summary

Proudly standing as the nation’s oldest HBCU, Cheyney University of Pennsylvania has been a stalwart and highly respected institution of higher education since our founding in 1837. For over 185 years our alumni have emerged as leaders and left their mark on the social, economic, and political history of Philadelphia, the surrounding region, the nation, and the world. Building on this legacy, the vision for Cheyney University is to become the premier model for academic excellence, character development, and social responsibility.

Here at Cheyney, we value scholarship, diversity, integrity, respect, and service. We are committed to maintaining a vibrant educational community that is dedicated to promoting scholarship and lifelong learning for its students, offering wide student access to resources to ensure an opportunity for all to acquire an education, encouraging freedom of thought and freedom from discrimination by ensuring a respectful environment, and provide outreach and service to external and constituent communities, demonstrating their understanding of the importance and value of service.

We’re looking for exceptional individuals who share our values, embrace our mission, recognize our potential, and covet the opportunity to continue to move our historic University forward. CU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; generous retirement plans; a commitment to work-life balance including generous paid vacation, paid sick time, military leave, and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

The coordinator of events and amenities is responsible for the planning and coordination of campus venue rentals, as well as the oversight and execution of all events, conferences, concerts, festivals, ceremonies on the campus of Cheyney University. This includes coordinating the services of all outside vendors and professionals.

• Plans, organizes, and manages all facets of campus amenities including the campus store and ancillary operations.
• Develops and implements efficient work policies, methods, and procedures for all operations of the campus store and ancillary operations and makes adjustments when appropriate.
• Provides functional direction, training, development, and staff supervision with emphasis on customer service and inventory management. Creates and maintains an engaging customer service culture, focused on solutions-based selling and an exceptional customer experience.
• Prepares the annual budget of assigned operational areas and reviews and controls expenditures of funds
• Answers routine inquiries, investigates non-routine customer complaints, and takes appropriate action.
• Interfaces and maintains effective working relationships with vendors involving new or improved products, sales promotions, trade practices, sales trends, product orders, invoices, and shipments.
• Plans and coordinates effective marketing activities for a campus store that promote sales in-store and on-line.
• Develops and implements internal controls to safeguard the assets of assigned operations including cash and inventories.
• Investigates, evaluates, and implements improvements, expansion, and termination of products and services available through a campus store and ancillary operations.
• Communicate, maintain, and develop a long-lasting relationship with clients.
• Coordinate all project elements within designated timeframes and projected budget.
• Venue booking and negotiation of amount to be paid.
• Assist with contract negotiations.
• Provide clear, well-written periodic reports to stakeholders.
• Ability to articulate proposed ideas to improve services and event quality.
• Exceptional communication skills to liaise with clients, identify their needs, and ensure customer satisfaction.
• Coordinate all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
• Knowledge and compliance with all insurance, legal, health and safety obligations.
• Work collaboratively with marketing and public relations departments to successfully promote and publicize events.
• Proactively handle and troubleshoot any issues or problems on event day.
• Conduct and follow-through with pre-and post-event evaluations, report outcomes.
• Research and identify event opportunities, understand the market, and generate interest.
• Assist with day-to-day operations of events and the services provided by the outsourced vendors.
• Assist with the Quality Assurance and Inspections portions of the contracts.
• Assist with communication to the various departments regarding status of work orders or other service requests and projects.
• Coordinate with the Office of Financial Aid to organize and maintain a student work-study pool to assist with day-to-day set-ups, moves, etc.
• Other duties as assigned.

Requirements

• Bachelor’s degree or equivalent work experience required

• Computer experience including demonstrated proficiency with Google Workspace, MS Office, and database applications
• Strong communication and interpersonal skills
• Minimum 2-year relevant professional experience, with the ability to work independently, manage multiple priorities in a fast-paced environment, and to efficiently collaborate with others in a team environment
• Must be able to coordinate, prioritize, and complete assignments and exercise discretion on confidential matters, as needed
• An active commitment to diversity, equity, inclusion and belonging
• Occasional evening or weekend work required
• Professional and welcoming interpersonal skills modeling a service orientation and an eagerness to work in a college environment
• Sales skills and an aptitude for building productive business relationships
• In-depth knowledge of social media is critical

Instructions for Applying

A complete online application will include the following attachments. Incomplete applications will not be reviewed

• Cover Letter
Resume

Diversity Statement

Cheyney University an equal opportunity/affirmative action employer complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.