Event Coordinator

Posting Details

Posting Details

Posting Number

S11936P

Working Title

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 ( https : / / www.

uga.edu / ). 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

Employment Type

Employee

Benefits Eligibility

Benefits Eligible

Full / Part time

Full Time

Work Schedule

Additional Schedule Information

Monday - Friday, 8am - 5pm, and as needed to meet the needs of the client, including occasional weekends and evenings.

Advertised Salary

$40,000 - $50,000 (commensurate with experience)

Posting Date

04 / 12 / 2024

Open until filled

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 ([email protected]).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well the System Office.

Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards.

More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https : / / www.

usg.edu / policymanual / section8 / C224 / #p8.2.18 personnel conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https : / / www.

usg.edu / policymanual / section6 / C2653 .

Position Information

Classification Title

External Affairs Paraprofessional / Professional

FLSA

Non-Exempt

Minimum Qualifications

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate.

Please contact your Human Resources office for an evaluation of education / experience in lieu of the required minimum qualifications.

Preferred Qualifications

• Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate.
• Preference given to candidate with documented success in up-selling / securing repeat bookings.
• Data management experience including use of PMS , CRM and / or Event / Facility management systems strongly preferred.

Position Summary

The individual in this role should have a passion, drive and will to consistently maximize opportunities and promote positive relationships with guests and colleagues all the while achieving a balance between mission, service, and profitability.

This position will oversee events from initial sale through post event phase of the function by handling customer inquiries, touring potential clients, detailing each event accurately and timely, and coordinating the event onsite.

Knowledge, Skills, Abilities and / or Competencies

1.Bachelor's degree (strongly preferred); will consider Associate's degree with significant and relevant experience

2.Hospitality Event Coordination (strongly preferred) or Hospitality Sales or Front Desk experience; will consider applicants with experience in Event Coordination from other business to business service industries

3.Preference given to candidate with documented success in up-selling / securing repeat bookings

4.Strong communication skills including both oral (in person and phone) and written

5.Possess organizational and time management skills including the ability to handle multiple projects simultaneously while consistently documenting communications with client

6.Ability to successfully meet the public and create a favorable impression of the Georgia Center; excellent customer service skills

7.Ability to work independently and with initiative, within departmental guidelines, to fulfill our contractual obligations

8.Ability to demonstrate a strong work ethic and support a positive work environment

9.Proficient in use of Windows Office Suite; internet research skills needed

10.Ability to review and understand basic financial reports, invoices, bills and statements

11.Ability to lift items up to 30 pounds (i.e. boxes / exhibit displays, etc.), sit at a computer, walk, and climb stairs.

12.Able to work hours beyond the norm of Mon-Friday 8-5, in order to service accounts. This may include morning and / or evening hours as well as weekend work.

Physical Demands

Lift items up to 30 pounds (i.e. boxes / exhibit displays, etc.), sit at a computer, walk, and climb stairs.

Is driving a responsibility of this position?

Is this a Position of Trust?

Does this position have operation, access, or control of financial resources?

Does this position require a P-Card?

Is having a P-Card an essential function of this position?

Does this position have direct interaction or care of children under the age of 18 or direct patient care?

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)

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 UGA Credit Background Check website .

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 UGA Background Check website .

Duties / Responsibilities

Duties / Responsibilities

Sales and Event Coordination :

• Book events from initial contact / assigned event and manage event through closure of event. Coordination may include oversight of hotel reservations and room block management, assistance with menu selections, virtual conference coordination, determining and communicating meeting room set-ups and A / V requirements, as well as set up and oversight of registration and / or vendor needs.
• Provide on-site and virtual event support for assigned events and center events requiring additional support which will include nights and weekends.

This includes meeting with the client, facilitating virtual conference sessions, 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.

• 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.
• Actively solicit new business and respond to inquiries with the intention of supporting the needs of the client while confirming profitable business and achieving Sales Goals for all aspects of the Georgia Center
• Assist with all guests inquires within the Sales, Marketing and Events Department, including assistance with telephone calls, email inquiries, and walk-in traffic to educate and introduce to available GC services

Percentage of time

Duties / Responsibilities

Administrative :

• 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.
• Create and maintain accurate client records, utilizing a CRM and a Facilities Management System.
• Create and maintain accurate business records and reports of activities.
• Throughout interaction with client, seek additional business opportunities for the GC, document them in the CRM and communicate to appropriate organizational staff.

Percentage of time

Duties / Responsibilities

Other :

• Support organizational strategic initiatives as needed.
• Participate in professional education and training opportunities
• Serve on organizational committees

Percentage of time