SENIOR EVENT COORDINATOR - Job at University of Georgia in Athens, GA

SENIOR EVENT COORDINATOR

Athens, GA

Posted 13 days ago

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Job Description

Posting Details

Posting Number	S11934P
Working Title	SENIOR EVENT COORDINATOR
Department	PSO-Cont Ed-Event Management
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.
About the College/Unit/Department	The University of Georgia Center for Continuing Education & Hotel is hiring motivated, dependable, and team-orientated individuals for jobs that advance UGA's mission of Public Service and Outreach. The Georgia Center, located on campus across from Stegeman Coliseum, is the campus hub for the development and administration of non-credit professional and continuing education courses as well as home of the only on-campus hotel.
College/Unit/Department website	www.georgiacenter.uga.edu
Posting Type	External
Retirement Plan	TRS or ORP
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Monday through Friday - 8:00-5:00pm, and as required to meet the needs of the client. This may include morning and/or evening hours as well as occasional weekend work.
Advertised Salary	$50,000-$60,000 (commensurate with experience)
Posting Date	04/12/2024
Open until filled	Yes
Closing Date
Proposed Starting Date	06/03/2024
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

Position Information

Classification Title	External Affairs Professional
FLSA	Exempt
FTE	1.00
Minimum Qualifications	Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications	At least 3 years' experience coordinating complex events in a professional setting. Hospitality industry experience preferred.
Position Summary	This position is charged with responding to business opportunities from within assigned markets, and actively selling the facilities and services of the UGA Center for Continuing Education & Hotel (the Georgia Center) as well as coordinating the Georgia Center's fulfillment of promises as detailed in Agreements and Banquet Event Orders. This position serves as the client's primary contact, while successfully working with other departments to provide our customer's exemplary service.
Knowledge, Skills, Abilities and/or Competencies	Documented success in up-selling/securing repeat bookings. Strong communication skills including both oral (in person and phone) and written. Possess organizational and time management skills, including the ability to handle multiple projects simultaneously while consistently documenting communications with client. Ability to successfully meet the public and create a favorable impression of the Georgia Center, excellent customer service skills. Ability to work independently and with initiative, within departmental guidelines, to fulfill our contractual obligations. Ability to demonstrate a strong work ethic and support a positive work environment. Proficient in use of Windows Office Suite; internet research skills; event coordination software skills. Ability to review and understand basic financial reports, invoices, bills, and statements. Data management experience, including use of PMS, CRM and/or Event/Facility management systems. Work hours beyond the norm of Mon-Friday 8-5, to service accounts. This may include morning and/or evening hours as well as occasional weekend work.
Physical Demands	Sit at desk for extended periods of time utilizing a computer and/or phone; walk and climb stairs; occasional lifting to 35 pounds.
Is driving a responsibility of this position?	Yes
Is this a Position of Trust?	No
Does this position have operation, access, or control of financial resources?	No
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	No
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the .
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the .

Duties/Responsibilities

Duties/Responsibilities	Sales and Event Coordination: Management of high-profile event portfolio as assigned by Event Coordination Manager. Respond promptly by phone or email to business opportunities from within assigned markets. Research facility availability and ability to service, including analysis of profitability. Oversight of newly hired student interns. Acting as the lead expert for peers when structuring complex virtual conference requests. Actively sell the facility and services of the University of Georgia Center for Continuing Education & Hotel. Provide onsite pre-event tours and/or meetings as needed to prospective and current clients. Book events from initial contact or receive event after sales turnover meeting and manage event through closure of event. Coordination may include oversight of hotel reservations and room block management, assistance with menu selections, determining and communicating meeting room set-ups and A/V requirements, as well as set up and oversight of registration and/or vendor needs.
Percentage of time	60

Sales and Event Coordination:

Management of high-profile event portfolio as assigned by Event Coordination Manager.
Respond promptly by phone or email to business opportunities from within assigned markets.
Research facility availability and ability to service, including analysis of profitability.
Oversight of newly hired student interns.
Acting as the lead expert for peers when structuring complex virtual conference requests.
Actively sell the facility and services of the University of Georgia Center for Continuing Education & Hotel.
Provide onsite pre-event tours and/or meetings as needed to prospective and current clients.
Book events from initial contact or receive event after sales turnover meeting and manage event through closure of event.
Coordination may include oversight of hotel reservations and room block management, assistance with menu selections, determining and communicating meeting room set-ups and A/V requirements, as well as set up and oversight of registration and/or vendor needs.

Percentage of time

Duties/Responsibilities	Administrative: Proficiency in the registration management software. Prepare proposals and agreements accurately, and in compliance with University and departmental guidelines. Reserve space for events in the Facilities Management System and submit accurate and updated requests. Review, ensure accuracy and approve for processing by business services all financial charges and documents related to the event's billing including but not limited to BEOs, invoices, and honoraria. Provide software training sessions to newly hired event coordinator peers. Create and maintain accurate client records, utilizing a CRM and a Facilities Management System. Create and maintain accurate business records and reports of activities.
Percentage of time	20

Duties/Responsibilities

Administrative:

Proficiency in the registration management software.
Prepare proposals and agreements accurately, and in compliance with University and departmental guidelines.
Reserve space for events in the Facilities Management System and submit accurate and updated requests.
Review, ensure accuracy and approve for processing by business services all financial charges and documents related to the event's billing including but not limited to BEOs, invoices, and honoraria.
Provide software training sessions to newly hired event coordinator peers.
Create and maintain accurate client records, utilizing a CRM and a Facilities Management System.
Create and maintain accurate business records and reports of activities.

Percentage of time

Duties/Responsibilities	Event Support: Work collaboratively with the Event Service and Banquet teams, providing timely and accurate information relating to room sets, A/V needs, and food functions, to ensure the successful execution of the event. Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm, including nights/weekends. This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities, and providing the onsite contact information for additional support needed during their event.
Percentage of time	10

Duties/Responsibilities

Event Support:

Work collaboratively with the Event Service and Banquet teams, providing timely and accurate information relating to room sets, A/V needs, and food functions, to ensure the successful execution of the event.
Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm, including nights/weekends. This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities, and providing the onsite contact information for additional support needed during their event.

Percentage of time

Duties/Responsibilities	Other: Participate in the training of new event coordinators, helping to familiarize them on departmental resources and procedures. Serve as a resource for other event coordinators as well as the Event Coordination Manager and SEC Director. Throughout interaction with client, seek additional business opportunities for the GC, document them in the CRM, and communicate to appropriate Sales Professional or Event Coordinator for follow-up. Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services). Assist other GC departments and staff with their events as needed (i.e., F&B and hotel).
Percentage of time	10

Duties/Responsibilities

Other:

Participate in the training of new event coordinators, helping to familiarize them on departmental resources and procedures.
Serve as a resource for other event coordinators as well as the Event Coordination Manager and SEC Director.
Throughout interaction with client, seek additional business opportunities for the GC, document them in the CRM, and communicate to appropriate Sales Professional or Event Coordinator for follow-up.
Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services).
Assist other GC departments and staff with their events as needed (i.e., F&B and hotel).

Percentage of time

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Job Summary

Company

University of Georgia

Start Date

As soon as possible

Employment Term and Type

Regular, Full or Part Time

Required Education

Bachelor's Degree

Required Experience

3+ years