Events Coordinator Senior

103416BR

Off-Campus: Mesa City Center

Events Coordinator Sr

Job Description

Job Family

Theatrical & Public Events

Department Name

Mesa City Center

Full-Time/Part-Time

Full-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$50,000 - $55,000 per year; DOE

Close Date

21-August-2024

Category

02

Essential Duties

• Books and schedules events for the MIX Center facility and services for use by other ASU departments and outside organizations.
• Provides clear communication to the operational team of events logistics to achieve desired outcomes.
• May include negotiating and preparing rental contract(s)/facility usage agreements, determining fees and terms of contract; estimates costs and determines and prepares an event budget.
• Oversees and responds to all emails coming in the queue for event rental inquiries.
• Manages the Google Events Calendar with updates from confirmation of events.
• Coordinates with renter to determine technical and/or other special requirements needed for event; determines resources available such as equipment or labor and compares with event requirements; coordinates obtainment of additional resources needed such as equipment rental.
• Serves as facility representative during events by responding to and resolving situations and/or patron problems and incidents; ensures all aspects of events are implemented and controlled according to plans.
• Represents university in public relations/liaison capacity on matters relating to events and at department meetings.
• Determines sales volume and percentage of sales received as revenue.
• Coordinates event logistics by ensuring proper set-up of chairs, turnstiles, tables and other requirements.
• Arranges adequate security coverage for events.
• Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities.
• Maintains contact with patrons or clients via telephone or written correspondence.
• Performs functions related to specific facility assigned such as tracking event attendance, budgets and costs, development of facility brochures or other unique projects.
• Provides on-site presence and support as needed during the event to ensure coordination of all aspects of the event Monitor clean up and tear down.
• Review and seek approval for all final billings for payment.
• Responsible for all invoicing and ensuring that financial documentation is processed.
• Maintains payment files with the finance team.
• Works closely with the Operations Director to identify and prioritize event problems and corrective action strategies.

Minimum Qualifications

Desired Qualifications

• Experience in event planning.
• Experience with contract management.
• Able to multitask under pressure.
• Experience working well under pressure.
• Experience in communicating tasks and expectations effectively and efficiently to others.
• Evidence of effective communication and interpersonal skills.
• Experience providing exemplary customer service.
• Experience in written and verbal communication.
• Knowledge of budgeting and accounting principles and practices.
• Knowledge in scheduling, box office operations and contract administration.
• Knowledge of technical systems for various events.
• Experience in organizing work of others and self.
• Experience in complex and diverse social settings.
• Experience in public relations and handling complaints.
  

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse
• Required to stand for varying lengths of time and walk moderate distances to perform work
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts
• Ability to clearly communicate to perform essential functions.
• Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
• Receive regular review of assignments for adherence to established goals and objectives.
• This position may provide work direction of activities to others for completion of project related tasks.

Department Statement

The Herberger Institute comprises the School of Art; School of Arts, Media and Engineering; The Sidney Poitier New American Film School; School of Music, Dance and Theatre; The Design School; and the ASU Art Museum. With 130 degree and certificate options, and programs ranked top 20 in art, design, music, theatre, digital culture, film, dance and more, plus a top university art museum, a leading immersive media facility, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design.

Our mission is to position designers, artists, scholars and educators at the center of public life and prepare them to use their creative capacities to advance culture, build community and imaginatively address today’s most pressing challenges.

The vision of the Herberger Institute is to advance the New American University by embedding designers, artists and arts-based inquiry at its core and throughout the communities it serves locally, nationally and internationally. With 7,000+ students, more than 700 faculty members, and 130 program options, the Herberger Institute is committed to redefining the 21st-century design and arts school.

As part of Arizona State University, the most innovative university in the nation, the Herberger Institute seeks to drive and scale new ways for arts and design to have impact in our world. We invite you to join our work.

Values:
• Creativity as a core 21st-century competency
• Design and the arts as critical resources for transforming our society
• Innovation, enterprise and entrepreneurship
• Interdisciplinary and transdisciplinary collaboration and research
• Social embeddedness
• Projecting all voices
• Excellence
https://herbergerinstitute.asu.edu/

Why work @ASU - https://cfo.asu.edu/why-work-asu
Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:
• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation


ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.