Event Services Coordinator

About the role

• Department
• University Center, Events-OPS
• Compensation $18.00 to Negotiable Hourly

General Description

The Event Services Coordinator serves as the Herbert University Center's primary on-site representative during evening and weekend events. Working independently, this position supports successful event execution by providing exceptional customer service, coordinating event support services, ensuring the facility remains safe, secure, and event-ready, and serving as the lead operational contact during assigned shifts.

As the primary point of contact for clients, guests, vendors, and University support departments, the Event Services Coordinator exercises sound judgment, coordinates resources, resolves routine operational issues, and facilitates communication among stakeholders to ensure a positive event experience. The Coordinator is entrusted with managing event and facility operations during assigned shifts, making informed decisions within established guidelines and escalating issues when appropriate. This position works primarily evenings and weekends based on event schedules and operational needs.

Job Functions

Event Operations & Client Service

• Review event schedules, event orders, room diagrams, and service requests to ensure event readiness and accuracy.
• Serve as the primary on-site contact for clients, guests, vendors, and event participants during assigned events.
• Provide responsive, professional customer service by addressing requests, resolving concerns, and coordinating resources to support successful event execution.
• Monitor event activities and proactively identify, troubleshoot, and resolve routine event, facility, and customer service issues, escalating concerns when appropriate.
• Assist with event setup modifications and operational adjustments to accommodate client needs and changing event requirements.
• Provide basic audiovisual setup, operation, troubleshooting, and equipment support for standard meeting and presentation technologies.
• Communicate event updates, client concerns, facility issues, and operational needs to appropriate HUC staff.
• Perform occasional physical duties, including lifting, moving, pushing, and pulling furniture or equipment in support of event operations.

Facility Operations & Safety

• Open, close, secure, and monitor the facility in accordance with established procedures.
• Conduct routine facility rounds to monitor event activity, remain accessible to clients and guests, and identify operational concerns.
• Coordinate with custodial, maintenance, University Police, catering, and other support departments to address facility and event-related needs.
• Monitor building conditions and address concerns related to room access, equipment needs, furniture arrangements, guest assistance, and event logistics.
• Follow established University and HUC safety procedures and respond appropriately to emergencies, incidents, and building-related concerns.
• Document incidents, safety concerns, service disruptions, and operational issues occurring during assigned shifts.

Operational Oversight & Administration

• Serve as the responsible HUC representative during assigned shifts, demonstrating professionalism, initiative, sound judgment, and accountability.
• Exercise independent judgment in managing event, facility, and customer service matters during assigned shifts, making informed decisions within established guidelines and escalating issues when necessary.
• Coordinate the activities of student employees and event support staff to support successful event execution and facility operations.
• Monitor contracted event services and verify that event requirements are delivered as planned.
• Complete shift reports, event logs, incident documentation, and other required records.
• Assist visitors with information regarding HUC services, event locations, facility amenities, and University resources.
• Maintain familiarity with facility policies, event procedures, operational standards, and customer service expectations.
• Communicate operational, staffing, safety, and event-related information to supervisors and event planning staff for appropriate follow-up.
• Perform other related duties in support of event and facility operations.

Core Competencies

• Customer Service Excellence
• Event Operations & Logistics
• Independent Decision-Making
• Problem Solving & Resourcefulness
• Communication & Interpersonal Skills
• Professional Judgment
• Initiative & Accountability
• Time Management & Organization
• Attention to Detail
• Adaptability & Flexibility

Required Qualifications

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a "Responsible Employee" pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University's Title IX Administrator or any divisional Title IX Coordinator