Event Services Coordinator

Description

Position Title: Event Service Coordinator (ESC)              Department: Event Operations

Title of Immediate Supervisor/Leader to Whom This Position Reports: Director of Event Operations

*Expected Daily Work Hours: 8:00am – 5:00pm generally. However, duty days and hours fluctuate based on the event schedule and summer camps & conferences season.
*Expected Weekly Work Schedule: Monday – Friday; occasional nights and weekends for events. 

*College offices are normally open from 8:00 AM until 5:00PM, Monday through Friday. However, due to the nature of responsibility to the student body, individual offices or departments may have operating hours that extend beyond this period and may include evening or weekend hours. Non-exempt employees will normally work 8 hours per day.  Overtime (any hours in excess of 40 per week) for non-exempt employees is required to be approved, in advance by the department supervisor.  Exempt employees will typically work at least 40 hours per week and such additional time as may be reasonably required to fulfill the obligations of their position description.  

Brief summary of this position:
Responsible for the day-to-day event service coordination for College facilities managed by Event Operations. Supports logistics and services offered to summer camps & conferences hosted by Maryville College. Often serves as front-line customer service to guest event leaders during on-campus events, camps and conferences, including events held at the Maryville College Downtown Center.

Minimum Qualifications Required: 

Education required to ensure success in this position:
•    Bachelor's degree (B. A.) in a management or related field, preferred.  

Experience required to ensure success in this position: 
•    Minimum 1 years’ experience in event service management, preferred.
•    Direct experience with event, conference and facilities management and industry certification, beneficial.
•    Experience with management of expense budget and revenue accounts.

Special skills, knowledge and abilities: 
•    Knowledge and ability to utilize Accruent EMS, CVENT or similar programs and software for event and facility management preferred.
•    Strong organizational and project management skills, with the ability to manage multiple projects simultaneously.
•    Strong communication and interpersonal skills; ability to build relationships with clients, internal teams, vendors, and stakeholders. 
                                
License, certification, or registration necessary: 
•    A Valid TN Driver’s License is required.

Physical requirements: 
•    Ability to navigate campus/public buildings and grounds
•    Ability to occasionally lift up 25 pounds and routinely lift up to 10 pounds.
•    Ability to travel by and/or operate a vehicle, or travel by plane.

Environmental conditions: 
•    Professional office environment with interruptions and noise due to frequent visitors, students, staff and faculty. 
•    Routine remote work is permitted with supervisor approval.
•    Various environmental conditions may be experienced based on the nature of special events.
•    May include occasional travel requirements and frequent movement around College facilities and/or venues.

Ability to operate the following vehicles or equipment: 
•    Standard office equipment: computer, phone, etc.
•    Will often be required to drive College vehicles to perform essential duties.
    
Primary duties and responsibilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Regular and predictable attendance is essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

•    The primary function of the ESM is to oversee the creation and implementation of designated Event Plans for all relevant events on the campus of Maryville College, which may include responses to set up and technical requirements (computer, audio/visual, multimedia) as well as attendee and patron safety, direction and access control. Ensures client needs are clearly understood by all support staff.
•    Working in close collaboration with the Director of Event Operations, oversees planning and coordination of response to client needs including accurately communicating client needs to other service providers including student staff, caterers and/or meal service providers, housekeeping, maintenance, technical and other services as needed for on and off-campus guests.
•    Directly assigns event tasks to both student and professional staff and external support providers.    
•    Schedules services and use of facilities for one-day events, and summer camps and conferences. Represents Residence Life and Food Services in coordinating summer meal plan arrangements and overnight accommodations for campus guests.  Oversees the management of summer residence hall operations through the use of student assistants.  Hires, trains and supervises all summer conference assistants.
•    Maintains service records relevant to events. Works with the College and Clayton Center Service Managers to maintain service.

    Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty and students. 
    
Leadership requirements: 

•    Does the person in this position directly supervise other staff/team members?  No   
 

•    Does the person in this position directly supervise students?  Yes    
    If yes, how many?  6-10

Qualifications