Event, Conference & Venue Operations Assistant

Job Description

Job Description

The Operations Assistant is responsible for the coordination, set-up and breakdown of all scheduled events and reservations within the University Center. This position cooperatively coordinates hospitality and services for internal office / departments, external clients, student groups, and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Arranges venues based on reservation scheduling software, diagrams, and notes. Handles setup and breakdown to include : tables, chairs, furniture, barricades, tenting, signage, décor, audiovisual equipment, pipe and drape, and platforms / stages as specified by reservations and client feedback at the event.
• Maintains storage rooms and equipment. Inventories, cleans, stores, and secures in an organized manner all tables, chairs, and audio-visual equipment, platforms / stages and other equipment used for event functions.
• Checks temperature, lighting (Up lights, dimmer packs, market lighting, etc.), A / V (i.e. projectors, screens, speakers, wireless microphones, etc.) are prepped and in working order. Ensures that guest is instructed on the operation of each and who to contact for any issues.
• Attends operational and client meetings to communicate event details and offer direct event support, promptly addressing client needs.
• Conducts routine inspections of the University Center - both indoor and outdoor areas - to identify and report damages or issues for timely resolution.
• Inspects and inventories equipment for cleanliness and proper working order, organize storage of tables, chairs, audiovisual equipment, platforms / stages, pipe and drape, décor, and event materials in an orderly manner.
• Ensures ideal room temperature conditions, lighting, and operational audiovisual equipment for each hosted event. Briefs clients and guests on equipment usage and point of contact for troubleshooting.
• Assists with maintaining a clean facility, including sweeping, vacuuming, trash removal, bathroom upkeep, and coordination of maintenance requests.
• Collaborates with staff to foster positive guest experiences and offer direct event support, promptly addressing client needs.
• Supports the training and oversight of student staff under the guidance of the Assistant Director.
• Learns, utilizes, and maintains proficiency in the Event Management Software (EMS) and other scheduling or event management software as needed; demonstrates the ability to adapt quickly to future software solutions implemented by the University.
• Maintains professional interactions with diverse university departments & groups and external clients. Remains professional and composed under pressure in fast-paced environments.
• Maintains regular attendance, is consistently on time, and observes prescribed work, break and meal periods in compliance with standards.
• Performs additional duties as assigned.

QUALIFICATIONS

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.

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