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Student Event Services Supervisor, Special Events and Scheduling Services - N17065N1

Posting Details

Position Information

Job Title Student Event Services Supervisor, Special Events and Scheduling Services - N17065N1
Open Date 09/12/2017
Full-time or Part-time? Full Time

Position Summary Information

Job Summary

Special Events and Scheduling Services invites applications for the Student Event Services Supervisor. This position is responsible for coordinating facility scheduling and event planning services, including room arrangements, catering, and audio/visual requests, for all USI student organizations events and activities on campus.

Essential Functions:
• Establish excellent communication with student contacts, University departments and off-campus service providers, set goals and priorities for each event, develop timelines, clearly identify arrangements and action plans, and provide on-site event support when needed.
• Create set-up diagrams in MeetingMatrix software identifying furnishings required for each space reserved.
• Obtain University contracts, Certificate of Insurance and Tax-Exempt forms when needed. Submit event related charges for invoicing in a timely manner to Scheduling Services Supervisor. From EMS program, select data to create reports reflecting specific event related statistics and trends for Director, Special Events and Scheduling Services to include in budget hearings reports and annual department reports.
• Coordinate University signage/postings including approving signs (indoor and yard signs), banners, chalking and table tents to be posted on campus. Oversee timely removal of outdated or unapproved materials. Contact authors of unapproved postings to clarify University Posting Policy. Obtain approval to post materials in Food Services dining areas. Ensure all items to be posted meet University Posting Policy.
• Serve as back up to the Scheduling Services Supervisor.
• Provide guidance to the Administrative Clerk and Student Manager.

Essential Knowledge and Skills:
• Associates Degree or equivalent combination of relevant experience and college coursework required; Bachelor’s degree preferred. A minimum of one-year experience in event management including scheduling, planning, supporting, or coordinating multiple projects required. Background in office management, accounting or budget experience desired.
• Strong commitment to customer service with excellent verbal and written communication skills required; ability to communicate effectively in person, electronic mail, and telephone required.
• The presentation of a consistently professional demeanor at all times, even in difficult situations such as handling customer complaints, vendor issues, staff issues, and even under demanding conditions such as multiple priorities and short-notice deadlines. Demonstrated ability to exercise discretion in decision making with the ability to make independent judgements, especially in time sensitive situations.
• A strong sense of urgency and highly evolved organization skills in scheduling, event planning, communicating with contacts, meeting time sensitive deadlines. Strong commitment to customer service with excellent verbal and written communication skills required. Exceptional organization and time management skills with keen attention to detail and the ability to handle multiple tasks at once required. Ability to successfully execute events under specified time frames required.
• Must possess working knowledge of computers and Microsoft Office suite. Position requires a quick learner with the ability to master event planning software program, create reports, charts and graphs pulled from software data, and room diagramming software program.
• Valid driver’s license required.

SP3 $14.75/hr ($15.05/hr post introductory period)

EEO Statement

As an Equal Opportunity/Affirmative Action Employer, the University of Southern Indiana considers all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn of this employment opportunity?
    • CH-Chronicle Higher Education
    • Monster
    • CP-Courier & Press
    • ER-Employee Referral
    • ET-Employee Transfer
    • FC-Facebook
    • FR-Friend
    • HE-Higheredjobs.com
    • JL-USI Jobline
    • MU-My USI
    • OT-Other
    • SR-USI Student Referral
    • UN-Unkown
    • UW-USI Website
    • WI-Walk-in
  2. Please provide specific details if you selected "Other"

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Cover Letter or Letter of Application
  2. Resume/Curriculum Vitae
  3. Statements, Transcripts or Other Documents
  4. Professional References Contact Information (3)
Optional Documents