Event and Guest Services Coordinator - Student Center Administration

SUMMARY JOB DESCRIPTION

This is an administrative position responsible for the coordination of guest and events services at the Baker Pattillo Student Center (BPSC) and other assigned divisional areas. Assists with BPSC operational needs by ensuring readiness of facilities and services to adequately host services related to guests, programs, and events across assigned divisional areas. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Associate Director of Event Services.

QUALIFICATIONS

Bachelor's degree in hospitality, marketing, public relations, business, communications, or a related field is required. Related experience may be substituted for required education on a basis set forth by the Department of Human Resources. One year of related experience is required. Experience in event planning and coordination, hospitality, and delivery of guest services is required.

ESSENTIAL JOB FUNCTIONS

Maintains positive relations with internal and external partners as well as campus service providers. Serves as secondary point of contact for guests requesting to use assigned spaces on campus and assists in planning, developing, implementing, and evaluating procedures. Assists in the facilitation of receiving, processing, and implementing event requests, ensuring high standards for customer service in all phases of operation, including post-event assessments. Provides logistical support, planning, coordination, and execution for guests and assigned event services. Works with guests to recommend appropriate campus spaces for assigned events across divisional offices. Leads daily scheduled events processes, including workload distribution to information desk staff and third-party vendors. Works closely with the Business Operations Manager to ensure charges for services are correct and payments are received on time. Informs guests of and enforces university policies and fees when appropriate and applicable. Maintains knowledge of room usage and event cycles. Collects and maintains data related to guests visits and produces reports to present to campus stakeholders. Maintains appropriate vendor/supplier contact and product/service information, including costs, warranties, and services agreements in the absence of the supervisor. Leads distribution and tracking of keys for assigned auxiliary areas. Supervises BPSC information desk employees and assists with hiring, training and supervising students and staff employees.

NON-ESSENTIAL JOB FUNCTIONS

Works evenings, weekends, and holidays when required. May represent the department on university committees and workgroups. Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation. Knowledge of, or ability to learn, university policies and procedures. Knowledge of conference and event management practices. Skill in using computer applications including spreadsheet, database, word processing, and event management software. Skill in completing assignments accurately and with attention to detail. Ability to exercise sound judgment in making critical decisions. Ability to problem solve a variety of situations. Ability to analyze, organize and prioritize work while meeting multiple deadlines. Ability to accurately prepare and maintain records, files, and reports. Ability to communicate effectively in both oral and written form. Ability to maintain effective interpersonal relationships. Ability to establish and maintain a good rapport with university faculty and staff, students and the general public . Ability to explain policies and procedures to internal and external constituents. Ability to handle difficult and stressful situations with professional composure. Ability to train and supervise others. Ability to work effectively and patiently with students. Ability to learn office and university-specific software. Ability to work evenings, nights, and weekends as necessary.

SPECIAL CONDITIONS OF EMPLOYMENT

Safety Statement Stephen F. Austin State University recognizes the potential for accidents in performing job-related tasks. SFA promotes a safe working environment. Employees will be responsible for completing assigned tasks safely and efficiently. Employee evaluations will include safe job performance. This is a security-sensitive position subject to criminal record check. This is an IT-sensitive position subject to Computer and Network Security policy.