Coordinator, Venue and Contracts

Summary

The Coordinator, Venue and Contracts primary responsibility is to assist and coordinate with the Venue and Contracts Manager when it comes to facility reservations/contracts and event logistics related to facility rentals. This position also assists in serving as the primary liaison with hotel and event spaces for discounted rates, special events, and the solicitation of donations or sponsorship.

Facility Reservation and Campus Events

Assist in manages the University’s use of facilities & conferencing services to community organizations, including rentals. Assist in overseeing all space rentals on campus, including camps. Working as facility director at external events while on campus. Maintaining and continuing relationships with all clients. Assist with managing time and space reservations for university rooms. Assist with creation of weekly time and space report with all events for each week. Assist with managing FWS students to assist with admin, event setup, and working events. Implements communication plans with Plant Services, Department of Public Safety, Bookstore & Food Services. Works with Advancement and other event organizers as needed on event logistics. Assists the staff in the management of institutional special events. Continually building relationships with staff, faculty, student leaders, and student clubs. Proactively focusing on streamlining all event processes.

Administrative & Miscellaneous

Assisting with contract entry and upkeep. Write detailed emails to provide adequate information for PBA staff involved in planning the events. File documents in easy-manageable categories. Other projects as assigned. Assisting the Mailroom with package intake and mail sorting when short-staffed. Assisting the Bookstore with book intake, processing, and check-out for student pickup. Assisting the Department of Public Safety with parking and traffic control for large events. Assisting Plant Services with event setups and teardowns with detailed events and with tight turnaround times. Assisting Food Services with catering setup for events if needed.

Local Hotel & Community Relationships

Solicits a special PBA rate from select area hotels. Attending hotel events to maintain business relationships. Tracking hotel contacts and rate changes per year. Assist with coordination of special guest reservations. Assist with serving as a back-up to the Strategic Sourcing Specialist position as needed, including purchasing, vendor and contract management and project management.

Education and Experience

Bachelor's degree from an accredited college or university is required with 1 year or experience in a related field.