EVENT COORDINATOR

Event Coordinator

Arizona State University

ASU Gammage GA

Campus: Tempe

91977BR

Job Description

ASU Gammage is seeking an experienced event professional to coordinate rental events and assist with operations of all events at ASU Gammage. The ideal candidate will execute event logistics for private groups, student organizations, ASU departments and community organizations, which includes providing direction to part-time staff and keeping all staff updated on event changes. Candidates will need to have the ability to jump in when needed in potential physically demanding roles. This position reports to the Event Operations Manager and is full time, salaried and requires a flexible work schedule to accommodate night, weekend and/or holiday events, which are expected.

Salary Range

$42,000 - $44,000 per year; DOE

Close Date

06-July-2023

Essential Duties

·       Provide on-site presence and support during events to ensure coordination of all aspects of the event including but not limited to: service levels, contract adherence, vendor selection, collateral materials, set-up/break-down and registration.

·       Lead team of part-time Assistant Event Coordinators (AEC), including hiring, training, coaching and termination. Utilize online software for scheduling. Assumes duties of AEC when needed.

·       Coordinate off-campus vendors and suppliers relative to the events, including tenting, VIP parking attendants, caterers, furniture rental, etc.

·       Respond to clients by resolving emergency situations and/or patron problems such as medical emergencies or security incidents; ensures all aspects of events are implemented and controlled according to plans.

·       Assist with settlement of event by promptly providing estimate documentation, submitting event reports and reviewing invoices in a timely fashion to determine fiscal accuracy of charges/fees.

·       Perform functions, as needed, related to specific facility and events assigned, such as tracking event attendance, filing and sending post-event reports, and perhaps development of facility brochures or other unique projects.

·       Establish time frames to ensure handling of event details.

·       Compile Event Update forms and distributes to staff.

·       Make proposals and recommendations, based on event history, for equipment and resources.

·       Maintain reports and records details of events for year to year comparison.

·       Attend client walk-thrus in order to give feedback and guidance to renter.

·       Develop a personal code of conduct to help ensure our work environment is welcoming, equitable and supports our department mission and core values along with the ASU Charter.

·       Represent department on committees as assigned by supervisor.

·       Run errands, which may require driving a 7-passenger van and/or electric golf cart.

·       Other duties and special projects. as assigned.

Minimum Qualifications

Associate's degree in Public Administration, Business Administration or a related field and two years of event planning and coordinating experience; OR,Four years of public relations and event planning/coordinating experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

Desired Qualifications

·       Demonstrated knowledge of project management principles, methods and techniques

·       Experience in communicating effectively across a diverse audience in different mediums

·       Experience in managing multiple projects and thrive in a fast paced environment

·       Demonstated knowledge of event coordination in a performing arts venue.

·       Evidence of acute attention to detail and verification of facts

·       Demonstrated knowledge of event contract administration

·       Experience in handling complaints and managing conflict

·       Experience in setting priorities and organizing work of self and others

·       Experience with Microsoft Word and Excel, online calendaring software, preferable for multiple spaces/venues and AdobeSign

·       Experience in leading a team while also being an individual contributor

·       Experience in working flexible hours for events scheduled on evenings and weekends

·       Drive on university business and possess a valid US class D driver license upon employment is required

Working Environment

·       Communication skills.

·       Ability to proof read documents and verifies facts.

·       Attend performances, meetings and events.

·       Use of computer.

·       Ability to stand for long periods of time, climb a ladder and work long hours for consecutive events, including nights and weekends as necessary.

·       Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.

·       Basic math skills.

·       Ability to clearly communicate to perform essential functions.

·       Frequent bending, reaching, lifting, pushing and pulling up to 50 pounds.

·       Drive on university business.

Department Statement

ASU Cultural Affairs is comprised of three units - ASU Gammage, ASU 365 Community Union and ASU Kerr. Through the mission of Connecting Communities™, ASU Cultural Affairs makes an impact across the Valley of the Sun through the arts, entertainment, education and events.

ASU Gammage has been a top cultural destination in the Valley for more than 50 years. The Frank Lloyd Wright designed performing arts center located on the Tempe campus of Arizona State University is one of the largest university-based presenters of performing arts in the world and top touring market for Broadway. Home to the Desert Financial Broadway Across America - Arizona and Beyond series, the mission of Connecting Communities™ goes beyond the stage and programs and impacts the community through shared experiences in the arts.

ASU Cultural Affairs is committed to providing a welcoming, equitable and respectful environment for all in order to realize our mission of Connecting Communities™ through the arts, entertainment, education and events. Our core values serve as a guide for daring engagement, respectful dialogue and cross-collaboration. Learn more about our commitment and values at https://www.asugammage.com/about/asu-cultural-affairs-core-values

To learn about ASU Gammage, visit: asugammage.com/about

To learn about the ASU Charter and goals, visit: president.asu.edu/asu-mission-goals

Total compensation at ASU is more than the salary paid for the valuable work performed. You can estimate the approximate value of your overall compensation here: cfo.asu.edu/compensation-estimator.

You also receive the following:

• Comprehensive package of affordable health benefit plans and programs: cfo.asu.edu/benefits

• Access to world-class educational opportunities at deeply discounted rates

• Paid holiday, vacation and sick leave

• Matching retirement contributions

• Discounts from a variety of vendors and service providers for personal expenses

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

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