Career Center

Scheduling and Event Coordinator, Student Union Building (3830)
Pocatello - Main

Institution Information

Idaho State University, established in 1901, is a Carnegie-classified doctoral research and teaching institution, with a culture built on trust, compassion, stability, and hope. ISU serves over 12,000 students in Pocatello, Meridian, Twin Falls, and Idaho Falls. Students and faculty at ISU are leading the way in cutting-edge research and innovative solutions. We are proud to offer exceptional academics nestled in the grand, natural beauty of the West. We invite you to apply to be a part of our University community!

Job Description

The Scheduling and Event Coordinator will assist with the implementation and coordination of details of facility and space scheduling, special events, and conferences associated with Student Affairs, and other university and external customers. The successful candidate will communicate directly with both internal and external clients to identify their needs for an event and participate with management in any necessary negotiations of their contracts. This position will work directly with event planners, on and off campus, to assure equipment, event spaces, parking, signage and audio visual services are coordinated. The Scheduling and Event Coordinator functions as the primary contact for coordinating and scheduling summer conference spaces across campus; and also coordinates and schedules athletic team practice spaces in Reed Gym and Campus Recreation. This position will coordinate performance calendars with the appropriate university departments as needed. This position will provide training for front of house staff, including emergency evacuations. This position will work with minimal supervision and takes initiative to organize and prioritize a heavy and diverse workload to meet stringent deadlines.

Key responsibilities include:

• Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen
• Responsible for all stages of the facility/space scheduling and event processes, from the initial contact with the client through the successful conclusion of scheduled or assigned events
• Acts as the primary in-person contact for customers and Event Services staff to ensure successful setup and event management; this includes evenings and weekend commitments
• Consults with clients on all details regarding facility/space scheduling and event planning
• Coordinates performance calendars with all appropriate university departments
• Plans, organizes, and identifies real and potential event locations and vendors
• Demonstrates good judgment in making decisions and managing events
• Determines and coordinates staffing needs
• Hires, trains and assigns work for part time event supervisors and student event staff support
• Leads in facility reservation system trainings
• Assigns projects and tasks to employees on a daily basis
• Conducts performance evaluations, provides counseling for disciplinary problems (if required) and recommends corrective action in order to maintain effective staffing and production level of full and part-time employees
• Train employees on proper safety and customer service
• Develops and coordinates guest lists
• Schedules practice spaces for athletic teams and recommends spaces and times for daily practices and communicates with coaches
• Coordinates and serves as first contact for summer conferencing on campus
• Develop and provide event reports as requested, including billing, invoicing and labor reporting
• Provide event analysis and follow-up with department directors
• Develops and implements event budgets
• Mentors and oversees the work of less experienced events staff
• Provide assistance to Student Union Assistant Director in identifying and addressing facilities inadequacies, maintenance and safety concerns
• Place maintenance work orders as needed
• Manages special projects and assignments as needed
• Perform other duties as assigned

Minimum Qualifications

• Bachelors' degree in related area
• At least two years of related experience

Knowledge, Skills & Abilities:

• Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production
• Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities
• Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines
• Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines
• Ability to give clear directives and use independent, rational judgment to make optimal decisions
• Ability to effectively work with invited guests, donors, government officials and university VIPs
• Knowledge and skill to set and monitor work standards and protocols
• Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings
• Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus; that is, for fundraising events, skills to provide excellent donor stewardship
• Skill in effectively meeting budget and time constraints
• Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation

Preferred Qualifications

• Special Event/Catering/Conferencing experience in an institute of higher education
• Demonstrated experience in University Policies and Procedures, as well as University financial systems
• Experience with room reservation and event management software
• Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure
• Knowledge of University policies and procedures relating to the use of University facilities
• Event management and presentation
  
  

Additional Information

You must submit your CV/resume, cover letter, and list of three (3) professional references, including current contact information. This position will remain open until it is filled; however, priority consideration will be given to applications received prior to February 12, 2023. Salary will be commensurate with education and experience. Benefits include comprehensive health, dental, and vision; life insurance; disability plan; employee assistance program (EAP); excellent retirement options and company contribution; and generous paid time off/sick leave accrual. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Posting Number: req1854
Type: Working 12 months per year
Position: Non-classified Staff
Division: Idaho State University

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov.

Preference may be given to veterans who qualify under state and federal laws and regulations.



To apply, visit https://isu.csod.com/ux/ats/careersite/5/home/requisition/1854?c=isu







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