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Event Services Assistant

Event Services Assistant

locationEvansville, IN, USA
PublishedPublished: 1/24/2024
Full Time

Title: Event Services Assistant



Division: University Marketing and Communications



Department: Special Events and Scheduling



FLSA Status: Non-Exempt



Salary Range: Grade 6: $14.06/hour



EEO Job Group: 5 E5







Position Summary



The University of Southern Indiana is accepting applications for Event Services Assistant.



Execute events and provide customer service support for functions held in the University Center and throughout campus. Coordinate security and maintenance issues in the University Center while on duty.







Duties/Responsibilities 

  • Supervise events by checking facility rooms prior to events to ensure appropriate room setup, equipment, and all related services as specified by the responsible event planner are on schedule. Greet client/partner prior to the event to ensure guest satisfaction and be available during the event to respond to event needs. Follow up with client/partner at the conclusion of the event. Execute events according to specific event guidelines established by the Manager, Assistant Director, Associate Director, and/or the Director of Special Events and Scheduling.

  • Receive event requests from assigned personnel. Interpret and analyze each request received to decide as to whether the event is consistent with the mission and within the guidelines of University policy. If so, develop an understanding of the group’s needs, exhibit requested space as needed, reserve the space and assign the appropriate event planner.

  • Provide on-site support for the University Center (UC) including, but not limited to, communicating relevant information to building occupants, confirming scheduled services are in place, troubleshooting equipment problems, and ensuring proper emergency and event signage are in appropriate locations.

  • Generate daily reports and critical paperwork for all events occurring in the University Center. On a daily basis, ensure the electronic monitor located on the second floor of UC West is updated with complete and accurate information of scheduled events.

  • Ensure all policies and procedures relevant to guest safety are followed including, but not limited to, communication of relevant emergency information to building occupants in the event of emergency evacuation, shelter in place situations, confirmation that room setups comply with ADA guidelines and adhere to fire code regulations.

  • Assist Special Events Supervisor in the daily supervision of student workers. Help develop and implement the biannual training program for student workers covering all aspects of proper room setup, safety, and equipment maintenance procedures.

  • Supervise and mentor student workers while on duty and continue on-the-job training throughout the year. Collaborate with the Manager of Special Events, the Special Events Supervisor, and the Event Support Supervisor in their roles with the biannual training.

  • Collect student and support staff timesheets/recaps; obtain supervisor signatures on timesheets, record hours on recap sheets, and deliver documentation to HR in a timely manner to process payroll.

  • Collaborate with Special Events Supervisor to maintain an up-to-date audio/visual setup instruction manual, with diagrams, specific to each meeting room in the UC.

  • Process parking requests by collaborating with Special Events and Scheduling personnel and USI’s Public Safety Parking Enforcement department to provide reserved parking for special guests and speakers. Create and post reserved parking signage daily. On the third week of each month, provide an Emergency Medical Services (EMS) report to the Parking Enforcement department outlining the next month’s reserved parking reservations.

  • Coordinate the creation, placement and removal of outdoor directional signs for events as requested by event planners.

  • In absence of the Special Events Supervisor, manage on-site campus shuttle operations, including, but not limited to, picking up and dropping off vehicle keys for use during events, implementation of training and use of safety equipment, scheduling of student workers and coordinating time of student worker breaks, if necessary. Supervise shuttle operations during an event and troubleshoot any problems that may arise.

  • Maintain accurate records of loaned University Center equipment including the names of persons borrowing equipment, equipment checkout and return dates.

  • Maintain accurate lost and found records and coordinate with Public Safety for safekeeping.

  • Process emergency work orders when needed in the absence of the University Center’s Lead Maintenance Mechanic.

  • Attend weekly Banquet Event Order (BEO) meetings with Special Events and Scheduling and USI Dining (Sodexo) staff. Generate and prepare a list of all scheduled events in the University Center for the timeframe to be covered during the meeting and distribute to all meeting attendees.

  • Attend weekly Special Events and Scheduling staff meetings.

  • Create and maintain updated documentation of job function procedures.

  • Other duties as assigned.






Required Knowledge and Skills

  • High school diploma or GED required.

  • Two years’ work experience or an equivalent combination of education and experience required.

  • Demonstrated ability to exercise discretion in decision making with the ability to make independent judgments, especially with time sensitive situations.

  • Ability to work effectively with a diverse group of individuals.

  • Strong commitment to customer service with excellent verbal and written communication skills required; ability to communicate effectively in person, via electronic mail, fax, and telephone required.

  • Ability to successfully execute events under specified timeframes required.

  • Exceptional organization and time management skills with keen attention to detail and the ability to handle multiple tasks at once required.

  • A strong sense of urgency and highly evolved organizational skills in scheduling, event planning, communicating with contacts, meeting time sensitive deadlines. Strong dedication to customer service required.

  • Competency with all Microsoft Office applications and ability to learn other applications as needed, such as Event Management System scheduling software and Social Tables room design software.

  • Valid driver’s license required.






Preferred Knowledge and Skills

  • Experience in event planning, support or coordinating multiple projects, hotel, or restaurant event support highly preferred.

  • Basic knowledge of audio/visual equipment such as laptops, projectors and microphones preferred.






Regular Work Hours/Travel Requirements


  • Standard hours are Monday through Friday, from 7:00 a.m. to 3:30 p.m.
  • Occasional overtime may be required to be present at assigned events.


 






About USI           



The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

  • Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
  • Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
  • Full tuition fee waiver for employees/75% for spouses and dependent children.
  • Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service


For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.










 

Application Process

 

Click “Apply Now!” near the top right of this page to complete an application and upload application materials. Application materials should include:
  • Resume
  • Cover Letter






Pre-Employment Screening



A background check will be required for employment in this position.







Authorization to Work in the United States



USI typically will not sponsor an employment-related visa for this position.







Interview Accommodations



Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.







EEO Statement



The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.