Hunter Welcome Center Events Coordinator - Abilene Christian University : Job Details

Hunter Welcome Center Events CoordinatorJob no: 493925 Work Type: Staff full-time Location: Abilene Categories: StaffAbout ACU ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.Title of Position Hunter Welcome Center Events CoordinatorPosting Location Abilene, TexasDepartment University EventsEmployee Class Exempt Full-TimeBasic Responsibilities A. Plan, organize, design and supervise events in the Hunter Welcome Center (HWC).B. Assist university departments and personnel with planning and implementation of events, meetings, and conferences in the HWC.C. Provide liaison service between the university and representatives of off-campus organizations and groups who are planning events using the HWC.D. Responsible for set-up of non-catered events held in the HWC.E. University Events Office DutiesF. Coordinate all billing for University Events.G. Advancement Division EventsH. Campus Partner EventsI. Centralized Event Management Software OversiteEssential Duties A. Plan, organize, design and supervise events in the Hunter Welcome Center.1. Knowledge of etiquette and protocol for events.2. Prepare agendas and seating plans for events, ceremonies and conferences when required.3. Assist with preparations and coordinate logistics for major institutional events as identified by the Director of University Events.4. Responsible for knowing the HWC schematics and room layouts.5. Update and maintain HWC events calendar.B. Assist university departments and personnel with planning and implementation of events, meetings, and conferences in the HWC.1. Assist with event and meeting planning information regarding budget, purpose, anticipated results, theme and decor.2. Facilitate catering details with Dining Services as required for events.3. Assist and coordinate audio/visual needs as required.4. Develop floor plans (to scale) and other drawings required for each event.5. Provide excellent customer service and promote spirit of cooperation across departmental lines.6. Serve as host/hostess for events in the HWC.7. Develop, manage and maintain a Hunter Welcome Center website and marketing plan.8. Maintain accounting/financial records in coordination with the alumni administrative coordinator.9. Could potentially be asked to assist the university events team during other major events on campus.B. Provide liaison service between the university and representatives of off-campus organizations and groups who are planning events using the HWC.1. Secure contracts for facility reservations.2. Assist with planning and preparations for events and conferences for off-campus organizations requiring use of HWC.3. Serve as HWC host/hostess for off-campus organizations when necessary.D. Responsible for set-up of non-catered events held in the HWC.1. Set tables and chairs for non-catered events in the HWC.2. Set work schedules and supervise projects of student assistants.3. Coordinate with campus auxiliary services (WFF, Physical Plant, Security, Energy Management) for assistance in preparing set-ups, floor plans, lighting needs, equipment, etcE. University Events Office Duties1. Supervise Student interns2. Maintain all vendor insurance and contracts for University Events3. Provide support to additional events as needed in Moody and various campus locationsF. Coordinate all billing for University Events1. Responsible for processing invoices and journal entries for HWC, Moody & Teague events2. Responsible for processing invoices and journal entries for University Events billable servicesG. Advancement Division Events:a. Plan with full team 6-8 events each yearb. Plan with full team Christmas Tree setup in HWCc. Plan President Circle Events, grand openings and ground breakings with the Director of Donor Relations.d. Work with Alumni Relations on multiple events during the year.H. Campus Partner Eventse. Assist with coordination and execution of Commencement, academic conferences, study abroad events, opening assembly, student life events, LYNAY, chapel and other events as needed.I. Centralized Event Management Software Oversitef. Communication with building managers.g. Running point on event approval committee, as needed.Professional Development Requirements A. Skills Required1. Strength in organization and implementation.2. Effective skills in interpersonal relations and communication.3. Keen sense of customer service.4. Competence in word processing and computerized record-keeping.5. Desire to remain current on issues of etiquette and event protocol.6. Basic knowledge in principles of aesthetics (color, mass, balance, form, etc.) to support creative efforts.7. Desire to network with event planning colleagues regarding event and meeting issues.B. Training Modules Required1. Classes and workshops in principles of organization, communication, and creative design.2. Seminars in time-management.3. Professional conferences featuring state-of-the-art trends in event planning and decor.4. Classes or workshops on computer instruction to update various skills required for effective completion of work.5. Workshops or seminars in creative visual design featuring discussions of color schemes, decorative materials and supplies, techniques and procedures, and sources for obtaining necessary materials and equipment.Qualifications A. Professional1. Baccalaureate degree from a college or university strongly preferred.2. Experience in effective communication skills.3. Computer and word processing abilities.4. Superb knowledge of protocol and procedures involved in special events.5. Experience in artistic and design fields.6. General knowledge of accounting/finance and how to work within many types of budgets.7. Knowledge of social media platforms including Facebook, Instagram, and Twitter.B. Personal1. Ability to demonstrate creative capacities with both materials and procedures.2. Ability to be self-motivated, willing to take the initiative, and dedicated to getting the job done at the appointed time.3. Strong communication and professional skills.4. Ability to work effectively and comfortably with students, staff, faculty, administration, and community.Physical Demands A. Able to move rapidly and to make decisions confidently while completing assignments.B. Frequent lifting and carrying of supplies and materials.C. Able to endure lengthy periods of time sitting at the desk or computer as well as long periods of activity or standing.D. Able to work nights and weekends.Additional Information ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.Advertised: August 28, 2024 Central Daylight Time Applications close: