Conferences and Events Coordinator - Auxiliary Services / Human Resource Services

Notice Date

September 30, 2008

Closing Date

Subject to immediate closure

Salary

S07; Non-exempt; $27,654-$30,654/year, DOE + excellent benefits package

Work Schedule

FT; Tuesday-Saturday, primary shift of 7-4pm or 8-5pm, will include occasional evenings.

*Schedule may vary to reflect business needs.

General Description

The Conferences and Events Coordinator’s primary function is to work with clients to schedule meetings and events; to participate in event operations; and to create exceptional and efficient meeting experiences consistently. Reports to the Director of Auxiliary Services.

Essential Functions And Responsibilities

Campus scheduling
•    Schedule space requests and coordinate between general and academic calendars.
•    Prepare daily schedules and other event coordination reports.
•    Gather information from external facility rental inquiries for conference managers.
•    Manage scheduling software to include coordinating upgrades and user orientation.
Event support
•    Conduct pre-event room review and check-ins with clients.
•    Provide excellent customer service to internal and external clients.
•    Oversee set-up schedules and quality, and participate in emergency setups and strikes.
•    Coordinate event-related services including Media/Audio Services, Custodial, Facility/Stage Services, Campus Safety & Information, Student Involvement & Leadership, Catering, etc.
•    Assist with large events such as graduation, PLU preview weekends, homecoming, etc.
Office coordination
•    Manage general office: greeting visitors, route mail, maintain office supplies, and office equipment such as copier, printer.
•    Assist with questions and requests for service from guests to the office and building.
•    Respond to inquiries/routine complaints in accordance with established policy/procedure.
•    Prepare scheduling reports and maintain files.
•    Manage service contracts and maintenance for office equipment.
•    Supervise student workers to assist with all functions.
•    Perform other duties as assigned.

Knowledge, Skills, and Abilities

Excellent customer service, client relations, interpersonal and communication skills.
Must be accurate and detail oriented.
Proficiency with computers: word processing, spreadsheet software, and use of the internet.
Proven ability to work in fast-paced, complex environments involving competing interests.
Regular exercise of independent judgment and discretion in day to day job duties.
May be required to sit or stand for prolonged periods of time, and use up to 50 pounds of force to lift, carry, push, pull, or otherwise move objects unassisted.

Required Qualifications

2 years job-related work experience. Related education may substitute for some experience.
Previous customer service experience or training.
High School diploma or GED required.
Finalist candidates must satisfactorily complete pre-employment physical exam and background checks.

Preferred Qualifications

Associates degree or higher in hospitality industry, business, or related field.
One-year scheduling experience using any calendaring software.

Application Procedure

Submit university application, cover letter, and resume to:

Human Resource Services
Pacific Lutheran University
Tacoma, WA 98447
PH: (253) 535-7185
Fax: (253) 535-8431
humr@plu.edu

Download the University application or to request one, please call (253) 535-7185.

Pacific Lutheran University (PLU) is a comprehensive institution with an enrollment of approximately 3600, including international students from two dozen countries. Located on the Pacific Rim in a uniquely scenic region, the university's campus is 40 miles south of Seattle in suburban Tacoma, Washington. As a "New American College," PLU accents integration between its liberal arts program and professional degrees in the arts, business, education, nursing, and physical education, and embraces its primary mission of educating students for lives of thoughtful inquiry, service, leadership, and care. PLU enjoys a healthy and progressive relationship with the Evangelical Lutheran Church in America (ELCA). The University is committed to diversity, endorses the goals of equal opportunity and affirmative action, and actively seeks applications from women and persons of color.