Student Event Services Supervisor

Title:Student Event Services Supervisor

Division: University Marketing and Communications

Department: Special Events and Scheduling

FLSA Status:Non-Exempt

Salary Range:Grade 8: $17.35/hour

EEO Job Group:5 E5

Position Summary

The University of Southern Indiana is accepting applications forStudent Event Services Supervisor.

Responsible for the facilitation of all student organization events on campus that further the mission of each specific organization and the University of Southern Indiana. Management function includes, but is not limited to, event planning, implementation and coordination of campus services (both internal and external service providers); work closely with all resources and event support personnel to ensure seamless and successful experiences for partners, clients, and guests.

Manage the facility scheduling process for all USI Student Organizations' meetings, programs, and activities on campus. Schedule activities in University facilities, including outdoor venues and grounds, and make thoughtful decisions regarding eligibility of requests for space based on compatibility with the University's mission. Responsible for negotiation and resolution of issues related to space management for student organization needs. Uphold stewardship role for facilities by matching needs of the event/activity with the most appropriate space available.

Serve as the sole point of contact for all student organizations regarding student events. Mentor student leaders throughout the event planning process to counsel the development of ideas into a complete vision, guide them through obstacles, teach best practices for establishing events, and advise on organizational skills and abiding protocols. Provide "one-stop shopping" experience for student contacts through coordination with multiple campus departments' services.

Duties/Responsibilities

• Plan, manage and supervise implementation of events sponsored by all USI Student Organizations, Housing and Residential Life, Religious Life, and USI Intramural Sports. Produce effective and seamless events including, but not limited to: Welcome Week, Greek Week, Dance Marathon, Lip Sync, Late Night at USI, Relay for Life, Sorority/Fraternity Recruitment, and other numerous high maintenance annual and spontaneous events along with prioritizing various smaller events with limited needs.
  
  
• Administers scheduling requests for all USI Student Organization, Housing and Residential Life, Religious Life, USI Intramural Sports of over 11,000 events annually. Develop an understanding of the organization's needs, consistent with USI mission and policies, and assign the appropriate space to both meet the needs of the group and maximize campus facilities. Negotiate with event contacts to find an alternate date or venue if their first choices are unavailable. Communicate with space "owners" of various event locations, if necessary, to secure and document approvals prior to confirming and scheduling spaces for events. Schedule space reservations in a time sensitive manner and send reservation confirmations to clients. Indicate appropriate locations for events to student contacts.
  
  
• Advise and mentor student event contacts in the event development process of all logistics from beginning to end. Facilitate the creation of a simple event concept into an accomplished and thorough vision. Establish excellent communication with student contacts, determine specific goals and priorities that must be met for each event, and develop and identify specific action plans for each contact.
  
  
• Establish that all logistics for each event fall within safety guidelines (University, State, and Federal policies) by contacting experts from pertinent campus departments (if necessary) including but not limited to: Public Safety, Environmental Health and Safety, Risk Management, and Facility Operations and Planning regarding risk elements, environmental concerns, matters related to grounds keeping of USI fields and lawns, and involvement of Public Safety officer presence, and obtaining applicable approvals for event execution.
  
  
• Ensure coordination of event related services including facility room arrangements, catering, audio/visual, work orders and other necessary event elements for meetings/programs/activities/conferences scheduled by student organizations. Create set-up diagrams in Social Tables software identifying room setup and needs for each reserved space to be shared with other departments that assist in facilitating events. Maintain impeccable event files in EMS event management software for historic reference.
  
  
• Assure all policies and procedures relevant to attendee safety are followed including, but not limited to, communication of relevant emergency information to building occupants and outdoor events in the event of emergency evacuation and shelter in place situations. Operate in conjunction with Risk Management to ensure waivers and insurance needs are within compliance in order to protect event attendees.
  
  
• Determine and coordinate support service deliveries through communication with applicable service providers such as USI Dining (Sodexo), Information Technology, Public Safety, Facility Operations and Planning, Risk Management, and Environmental Health and Safety via work order request, online services request, email, phone and/or personal discussion. Prepare detailed event plans and distribute to all individuals/departments involved to ensure a seamless event.
  
  
• Maximize communication with USI Center for Campus Life and Dean of Students Office staff to develop a full understanding of student organization needs for space and event support. Monitor and analyze each event alongside Center for Campus Life and Dean of Students Office to guarantee that each occasion abides by "Student Rights and Responsibilities" and the policies and objectives of the affiliated organization.
  
  
• Present educational scheduling/meeting planning presentations to student organizations at annual renewal sessions, exhibit at student involvement fairs sponsored by Center for Campus Life, and when invited, speak at academic classes to educate on scheduling and event planning processes on campus.
  
  
• Confirm final arrangements and facility needs with contacts two weeks prior to the scheduled event, if possible. Work closely with Event Services to inspect facility rooms prior to events to ensure appropriate set up, equipment and all related services are in place. Verify room set ups comply with ADA guidelines and strictly adhere to fire code regulations.
  
  
• Provide onsite support, if needed, for student events including, but not limited to, communicating relevant information to building occupants, ensuring scheduled services are in place, troubleshooting equipment problems, securing proper emergency and event signage are in appropriate locations. Serve as point person to the event contact for any questions or concerns regarding the execution of the event.
  
  
• Create reports reflecting specific event related statistics and trends for director to include in budget reports and annual department reports specifically related to student events.
  
  
• 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 USI Dining (Sodexo) areas. Ensure all items to be posted comply with University Posting Policy.
  
  
• Attend weekly pre-conference/pre-event review meetings with Special Events and Scheduling and USI Dining (Sodexo) staff. Provide detailed reports and room set-up diagrams scheduled in meeting rooms for all events assigned to this position.
  
  
• Attend Special Events and Scheduling staff meetings.
  
  
• Assist with special projects.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• Associate degree or equivalent combination of relevant experience and college coursework.
  
  
• A minimum of one-year experience in event management including scheduling, planning, supporting, or coordinating multiple projects.
  
  
• Strong commitment to customer service with excellent verbal and written communication skills required; ability to communicate effectively in person, electronically and by telephone.
  
  
• Demonstrated ability to exercise discretion in decision making with the ability to make independent judgements, especially in time sensitive situations.
  
  
• Exceptional organization and time management skills with keen attention to detail and the ability to handle multiple tasks at once. Ability to successfully execute events under specified time frames.
  
  
• Must possess working knowledge of Microsoft Office suite software.
  
  
• 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.
  
  
• Valid driver's license.

Preferred Knowledge and Skills

• Bachelor's degree.
  
  
• Background in office management, accounting or budget experience.

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for thisposition include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year - accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities.