Events Coordinator / Office Administrator (Facilities)

SUMMARY:

The Event Coordinator / Office Administrator is responsible for the coordination and oversight of University events and administrative duties related to facilities. The coordinator will be the first point of contact for internal and external customers seeking support and information regarding facility operations and event coordination.

The coordinator, under the supervision of the Director of Facilities, will coordinate with all outside contractors in support of facility operations and university events, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Responsible for evaluating and coordinating service with Facilities Management departments, the coordinator will assist with evaluating task prioritization and serves as a customer advocate for problem resolution. The coordinator will be responsible as the lead for departmental planning efforts for University events such as new student arrival, commencement, reunions, NSO, Carol Night, etc.

Duties include:

• Manage EMS (event management software) to ensure all necessary information is available for upcoming events
• Coordinate daily operations of assigned campus events to include setup, execution and breakdown.
• Plan, schedule the weekly/monthly schedule of event breakdown and set up. Evaluates and monitors project progress and final set up and monitors the quality and status of event work order.
• Create and confirm reservations with department liaison.
• Oversee room scheduling within the University for meetings, classes, and internal events.
• Create and use diagrams to organize and setup furniture and equipment to meet customer requirements and to communicate room setups to the team and clients.
• Coordinate with all internal departments, student clubs and organizations and external guests to ensure that entire setup meets the requirements of the scheduling party. Ensure proper post event follow up with internal and external guests.
• Maintain inventory of all available equipment to include audio visual components, tables chairs and linens. Ensures that all equipment is stored securely and in working order.
• Attend scheduled events, as assigned, to ensure all needs of the customer are meet at an exceptional level
• Serves as first point of contact for the facilities department and provides assistance to all campus constituents.
• Process invoices and generate purchase orders for approval, orders supplies as needed, reconciles credit card charges monthly
• Maintain facilities filing systems for all related information such as vehicle information, pest management, boiler sheets, insurance information, etc.
• Responsible for ordering and maintaining needed uniforms and relationship with outside vendor.
• Responsible for administration related to service response system including but not limited to work order system vehicle maintenance and repair, insurance claims, etc.
• Other duties as assigned

Immaculata University is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Minimum Requirements:

• High school diploma or equivalent
• One (1) to three (3) years administrative assistant / office experience
• Excellent customer service skills and ability to interact with all members of campus community
• Excellent computer skills with knowledge of Microsoft Office applications including Word, Excel, Teams, PowerPoint and Outlook
• Excellent communication and interpersonal skills
• Ability to multi-task and prioritize tasks in a busy environment, ability to problem solve
• Good organizational and planning skills
• Walking, standing, and sitting during work hours.
• Physically able to maintain a shift with frequent walking and climbing and descending numerous interior and external stairs and campus grounds including multi-level building facilities.
• Ability to lift and/or move up to 10 pounds

Preferred Requirements:

• Bachelor's degree
• Experience in a higher education setting
• Experience with events planning / management
• Experience with administrative duties in facilities

Special Requirements

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.