EVENTS COORDINATOR

Event Coordinator

Arizona State University

ASU Kerr

Campus: Tempe

105735BR

Job Description

ASU Kerr is seeking an event professional to coordinate a variety of rentals, shows and uses of the venue, including managing alcohol operations. The ideal candidate will be a trusted team member with clear communication skills, coordinate programs with patron impact in mind and maintain a welcoming environment for all that enter the venue. This position works closely with our renters, artists and vendors and requires the skill to convey event requirements in an engaging manner. This position reports to the Technical Director Sr. of ASU Kerr and is full time, salaried and requires a flexible work schedule to accommodate night, weekend and/or holiday events.

Salary Range

$44,000 - $46,000 per year; DOE

Close Date

18-November-2024

Essential Duties

• Assist with, and perform event booking and advancing by communicating verbally and in writing with facility users and other Kerr staff, in writing, and track and file this communication. 
• Work with General Manager and Marketing and Publicity Manager in developing and maintaining competitive rental and bar package rates.
• Reply to venue rental inquiries sent to rental@asukerr.com within 24 hours and track all activity in shared sales lead tracker.
• Assist renters and vendors by providing information on technical, security and/or other event requirements; assist in problem resolution and answer questions; refer to appropriate department when unable to respond.
• Work pre, post and during events to assist with the facilitation of operations and responds to emergencies, problems, etc.; ensures assigned aspects of events are implemented and controlled according to approved plans. 
• Manage alcohol operations including licensing, ordering, selling, maintaining inventory and following other related policies and procedures as required by Arizona liquor laws. 

o   Responsible for determining needs, ordering, receiving, stocking, and inventory controls of all alcohol on the property. 

o   Keep records of state liquor law requirements and copies of employee log-book in order to track certifications for each employee.

o   Work with staff and guests to ensure AZ liquor law adherence. Sell concessions at events as needed. 

o   Attend and satisfactorily complete basic liquor law and management training regarding Arizona law upon initial hire and attend any periodic training updates as required. 

o   Reconcile concessions, merch sales and liquor sales for reporting to business office. 

• Work with ASU Events Registry, Fire Safety, Food Safety and Health Services to ensure compliance of ASU rules and regulations by vendors. 
• Schedule, communicate and coordinate with vendors for Kerr as well as for renters.
• Create, file and maintain records on events activities, their progress, or status as well as final event reports. 
• Assist in developing and scheduling event staff in accordance with specifications; oversees assigned staff and operations at events.
• Create incident/accident reports in emergency situations.
• Ensure patrons are following policy and exhibiting appropriate behavior in the venue. Step in with corrective action as needed. 
• Make decisions and then direct others and or act upon those decisions quickly during events. 
• Give tours of the property.
• Run errands for department using a university owned vehicle. 
• Coordinate artist ground transportation, food, and other hospitality requirements.
• Keep inventory lists of food concessions and linens (as well as managing the linen maintenance).
• Act as House Manager for most events throughout the year with onsite support from other staff and management.
• Create and maintain relationships with new vendor business and sponsors for Teas, Coffees, Open House and Season Preview.
• Organize, schedule and run the Kerr Open House events, working closely with Marketing and Program Coordinator.
• Other duties as assigned, including attending marketing events, flyer distribution and working directly with concierges, some light building maintenance and scheduling the professional cleaning company.

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

• Experience in facilitating and coordinating events. 
• Experience in public relations and handling complaints.
• Experience in matching communication styles of renters, artists and vendors to facilitate and manage relationships. 
• Demonstrated knowledge of scheduling; ticket office operations; and contract administration. 
• Evidence of effective communication skills. 
• Valid US driver's license and ability to drive on university business. 
• Experience using all Microsoft applications to create and maintain files.

Working Environment

• Ability to push, pull and lift up to 35 lbs.
• Ability to stand for long periods of time.
• Ability to climb stairs.
• Evidence of computer skills with an emphasis on calendaring and document preparation. 
• Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• Ability to work long consecutive hours, for consecutive days.
• Ability to respond quickly in an emergency situation. 
• Ability to clearly communicate to perform essential functions.
• Run errands, which may require driving a 7-passenger van and/or electric golf cart.
• Drive on university business and possess a valid US driver license upon employment. 

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 Kerr Cultural Center is a one-of-a-kind, 250 seat, true adobe venue like no other in the Valley. Each season, ASU Kerr welcomes a carefully curated selection of performances that represent the spirit and vision of its namesake Louise Lincoln Kerr. 

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 Kerr, visit: asukerr.com

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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