Website Regis University

Event Planning Coordinator

 

Regis University

 

R003934

 

Northwest Denver Campus

 

Position Type:

Staff

 

Scheduled Weekly Hours:

40

 

Requested Start Date for this Position:

02/19/2024 – 27 days to go

 

Campus Location:

Northwest Denver Campus

 

Full-time or Part-time:

Full time

 

Job Summary:

The Events and Conference Services Coordinator position is designed to assist with the operational and customer service components in the Office of Events and Conference Services (ECS). This position will provide support at all campus locations to include event facilitation, scheduling support, onsite customer service, conference room management, in addition to helping manage the ECS department work study students. Hours will vary based on the events scheduled on campus and will include some mornings, evenings and weekends. Specific duties for each area are listed below:

 

Working at Regis University

As Regis employees, we embrace our Jesuit Catholic values of respect, inclusion and equity, and welcome employees, faculty and students from all faiths and cultures. Together, we perform our duties in alignment with the mission of the University and seek dedicated individuals to contribute to and strengthen that mission and our service to students.

 

Take a moment to consider our Total Rewards package:

– A generous tuition benefit for employees, spouses, and dependents

– Paid Mission leave to give employees time to volunteer in the community

– Options for flexible work

– Additional time off each year when the University closes for Winter Break

– Medical, dental, and vision insurance

 

Special Instructions to Applicants:

Please submit a resume, cover letter and list of references with your application. Current employees, please submit an application and requested documents by logging into Workday. Click on the Career Worklet and access the internal site.

 

Major Duties and Responsibilities:

 

Essential:

 

• Scheduling and Customer Service Support: Manage scheduling workflow submitted through 25Live. Respond to phone and email scheduling inquiries. Facilitate internal and external event requests. Enforce scheduling policies and guidelines. Create and distribute weekly task events for all events. Provide exceptional customer service and problem‐solving skills. Administer and execute several programs simultaneously in a highly professional manner.

 

• Event Support: Deliver coordination support for an active year‐round conference and event operation. Manage logistical aspects of the event/conference including facilitating contract agreements and signature, preliminary billing, room set up, parking needs, signage needs, walk through with client and support services and other logistics relating to the event. Conduct tours, meet with internal and external clients as well as manage conflict situations. The Coordinator will communicate logistical information to campus and community partners and provide on‐site and/or on‐call assistance during the event. Event support will include working outside the standard University business hours and/or work weekends. Furthermore, the Coordinator will schedule and manage any student worker support needed at each event/conference.

 

• Facility Management of Event Spaces: Submit work orders to Physical Plant and ITS for custodial maintenance needs and technology needs to maintain the quality of the meeting space. Responsible for preparation of all meeting spaces, managing and assisting student workers with room resets and resetting, including moving furniture, tables and chairs. Provide on‐site supervision and support for special events and conferences.

 

• Supervise: Supervision and hiring of student employees, inclusive of summer conference interns, summer staff, and event services work study students. Coordinate training regarding customer service, room set‐up, and event management, as well as conduct evaluations.

 

• Perform other duties as necessary to support the needs of the Department and the University’s mission.

 

MINIMUM REQUIREMENTS:

Education:

 

• Bachelor’s degree or equivalent combination of education, training and experience.

 

Experience:

 

• Minimum of 2 years of experience working in a customer service field and/or experience in events.

 

• Minimum of two years of progressively responsible administrative support experience.

 

• Experience with events management, hotel/hospitality, or sales/marketing preferred.

 

• Demonstrate a track record of cultural sensitivity in collaborative settings.

 

The following skills, abilities and physical requirements can be performed with or without accommodation.

 

Skills:

Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.

Speaking — Talking to others to convey information effectively.

Coordination — Adjusting actions in relation to others’ actions.

Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Reading Comprehension — Understanding written sentences and paragraphs in work related documents.

Decision Making – Making independent decisions daily, addressing the best way to handle specific tasks.

 

Communication and Collaboration – Interact effectively with an increasingly diverse array of personnel, students, parents and community members. Collaborating with other support personnel and management on a regular basis.

Organizational Skills – Knowing how to prioritize tasks to stay organized.

Cultural Sensitivity – Awareness that cultural differences and similarities between people exist and influence values, learning and behavior. Willingness to examine positionality in a diverse community and strive for equity for all members in that community.

 

Knowledge:

English Language — Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service ‐ Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Mathematics ‐ A working knowledge of quantitative skills and their application. Ability to prepare invoices, understand spreadsheets and budget reports. Budget management skills are highly desirable.

 

Abilities:

Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.

Written Comprehension — The ability to read and understand information and ideas presented in writing.

Oral Expression — The ability to communicate information and ideas in speaking so others will understand. Comfort with public presentations, hosting meetings (with customers and student groups).

Speech Recognition — The ability to identify and understand the speech of another person.

Written Expression — The ability to communicate information and ideas in writing so others will understand, as well as comfort with writing memos and reports.

Deductive Reasoning — The ability to apply general rules to specific problems to reach a logical conclusion. Ability to negotiate and manage conflict/dispute resolution processes.

Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (including finding a relationship among seemingly unrelated events).

Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).

Diversity and Inclusion – Ability to create and maintain an atmosphere of inclusive excellence that celebrates our diverse backgrounds, beliefs, and perspectives.

 

Physical:

Hearing ‐ The ability to focus on a single source of auditory (hearing) information in the presence of other distracting sounds and identify and understand the speech of another person.

Vision ‐ The ability to see details of objects at a close range (within a few feet of the observer) and see details at a distance.

Mobility ‐ The ability to travel easily between campuses or buildings within each campus.

Lifting & Carrying ‐ Often required to carry or lift heavy items up to 40lbs in support of events across campus. Frequent moving of tables, chairs, signage, boxes, furniture, boxes and other items to support events across campus.

 

WORKING CONDITIONS:

This position will work inside in an office environment and in the classrooms as well as traveling across campus most days to manage event spaces and events.

 

Other Requirements:

 

• This job often requires physical labor to support events across campus. This person must be able to lift or carry 25‐40 lbs.

 

• Excellent supervision and guidance skills.

 

• Creative and innovative individual and self‐motivated worker who can work with minimal supervision.

 

• Ability to work with a diverse group of people and personalities and respond gracefully and respectfully in high‐pressure situations.

 

• Quick learner who possesses the ability to work on their own and come up with solutions to problems and/or limitations. Position also demands that the individual have the ability to determine the course of action to be taken when developing and implementing policies and procedures that involve a diverse group of people and various moral implications.

 

• Potential for intermittent remote work at the discretion of the supervisor.

 

https://www.regis.edu/about/offices-services/human-resources/careers

 

To view our Benefits Guide use either the link or the web address below.

 

https://www.regis.edu/_documents/about/offices-and-services/human-resources/regis-university-employee-benefits-guide.pdf or

 

https://www.regis.edu/_documents/about/offices-and-services/human-resources/regis-university-employee-benefits-guide.pdf

 

Pay Rate:

$20.63 – $21.63 / hour

 

To apply, visit https://apptrkr.com/4958745.

 

Since 1877, Regis University has been using our Jesuit background to provide an education for men and women of all ages and faiths and is accredited by the Higher Learning Commission: A Commission of the North Central Association of Colleges and Schools. Inspired by St. Ignatius Loyola, the mission of Regis University is to educate men and women of all ages to make a positive impact in a rapidly-changing global society. We encourage our students to seek truth, live purposeful lives, and continually examine and attempt to answer the question: “How ought we to live?” Regis University’s Northwest Campus is the main campus and administrative hub, located in Denver, Colorado. Regis University has three additional campuses in Colorado Springs, Colorado, Thornton, Colorado and the Denver Tech Center, as well as distance learning initiatives.

 

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To apply for this job please visit apptrkr.com.