What are the responsibilities and job description for the Venue Coordinator position at University of Utah Health?
Details
Open Date 04/08/2025
Requisition Number PRN41582B
Job Title Supervisor, Customer Service
Working Title Venue Coordinator
Job Grade C
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Work schedule is typically days with occasional flexible evenings and weekends depending on events or meetings happening in venue spaces.
VP Area Academic Affairs
Department 00307 - Housing & Residential Educ
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $22.60
Close Date 07/08/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Venue Coordinator position is a 12 month, full-time, professional staff position within Housing & Residential Education and the Student Affairs Division at the University of Utah.
This position provides oversight and direction to space usage in the Peterson Heritage Center ( PHC ), the Hive Pizzeria, the Donna Garff Marriott Honors Residential Scholars Community ( MHC ), Lassonde Studios, and Kahlert Village (KV). The Venue Coordinator will oversee the reservation and set-up for all events in HRE reservable spaces. In addition, they will supervise set-up assistants in multiple locations. The Venue Coordinator will work with students, staff, university departments, and community organizations for space usage. The Venue Coordinator reports directly to the Associate Director for Resident Services.
Responsibilities
Venue Management
The Venue Coordinator is responsible for developing and maintaining a comprehensive reservation and set-up process for the Peterson Heritage Center and Kahlert Village, as well as a reservation process Lassonde Studios and the Marriott Honors Community. This includes understanding the flow of the buildings throughout the day as well as seasonally to enhance the connective elements.
Assists with incoming Space Rental requests, providing timely and accurate information. Also includes prospect tours of rental spaces and careful documentation of prospect conversations so as to avoid communication gaps, misunderstandings and unmet expectations. Book venues in accordance with approved fee rates for various hall rentals including equipment and labor usage.
Coordinate long term venue planning with campus partners to ensure their programming goals are achieved.
Provides logistical support for all events as assigned, utilizing software and standard templates to communicate all event aspects across entire stakeholder community.
Coordinates scheduling of all event set-ups and tear-downs with student support staff. This includes requirements for chairs, staging, audio visual, etc.
Supervises events, end-to-end, ensuring all procedures are being followed correctly and all guidelines relating to the university are observed and space is returned to pre-event condition.
Calculate budgets and adjust as necessary to ensure maximum profitability in connection with the building’s operations.
Coordinate food & beverage services and plan parking logistics with assigned department personnel.
Provide exemplary customer service by working with the clients/guests, internal or external, on day-of event to ensure all clients’ requests and expectations are met.
Follow-up with client to obtain feedback and to discuss re-booking opportunities.
Coordinate event billing transactions with the Finance and Accounting team.
Develop plans for equipment inventory and replacement/repair, changes to services offered, and long term space utilization. Regularly assess the condition of buildings and help ensure regular maintenance and upkeep of the building.
Work closely with the Coordinator of Marketing and Assessment to effectively market available event spaces.
Supervision
This position would have direct supervision of a team of student Set-Up Assistants.
Develop work standards and practices for staff. Responsible for overseeing high quality recruitment, hiring, evaluation, and training of all staff, and for contributions to their personal and work-related development.
Implement policies and practices for space usage that showcase service delivery.
a. Gather and analyze data with regards to the policies, implementation of procedures, and follow through.
b. Utilize best practices and procedures.
Create a smooth transition of services and staffing during academic year breaks, with emphasis on serving Conference Services guests during the summer.
Hold 1-1 meetings with Set-up Assistants to provide guidance and direction.
Ensure customer satisfaction by analyzing customer complaints, concerns and suggestions. Provide appropriate follow through to ensure quality customer service. Implement and administer new and existing department programs and services to internal and external customers. Evaluate program effectiveness.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Minimum Qualifications
Required Qualifications:
Associate degree in a business-related field or equivalency; two years full-time customer service; supervisory experience or equivalency; and demonstrated effective human relations and communication skills required.
Bachelor’s degree in a business related field and cash handling experience preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferred Qualifications:
Bachelor’s Degree or equivalency.
Previous work in space management and scheduling.
Proficient user of event scheduling software.
Knowledge of and experience within Campus Housing, Student Affairs, and/or building operations.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Bachelor’s Degree or equivalency.
Previous work in space management and scheduling.
Proficient user of event scheduling software.
Knowledge of and experience within Campus Housing, Student Affairs, and/or building operations.
Type Benefited Staff
Special Instructions Summary
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
Salary : $23
