Operations Coordinator

Who We AreWe, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
• Serving a highly diverse student body (click here for more information).
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative experience (student experience may be considered). Customer service experience. Experience with Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:Administrative experience in higher education or building management. Experience with hiring. Experience training and/or developing student staff. Experience with facilities and/or event operations as it relates to any combination of the following: room setups, production, and/or tenant relations. Experience with project and/or data management. Experience working with a diverse college population. Experience with 25 Live. Previous experience delivering event services.

Brief Description of Duties:Stony Brook University is seeking an experienced, customer-centric event services and operations professional for the Campus Life Centers. Reporting to the Assistant Director of Operations and Events, the Coordinator provides professional and administrative support for the day-to-day evening operations of the Campus Life Centers. The position is a hands-on facilities management role ensuring safety and security throughout the centers and outdoor programming spaces.
The incumbent will be responsible for maintaining the high standards of maintenance, safety, and security in all campus life centers footprints. They will be responsible for providing support and scheduling of event services for the internal and external reservable spaces of Campus Life Centers, while ensuring compliance with University policies and procedures related to event management, facility use and safety/security/fire procedures. The incumbent is responsible for assisting with managing all systems that support events, programs and activities held in the Campus Life Centers footprint. They will serve as the department liaison with all building occupants/tenants, building users and university service departments/areas. The coordinator shall assist in identifying and addressing building maintenance/custodial issues, inventory controls, card access requests, key management, FF&E inventory, event setups and logistics.

Events Management & Services:

• Provide event support services for reservations for the Campus Life Centers which include outdoor and indoor spaces, lectures, performances, virtual and in-person special events, and revenue-generating events within the University footprint.
• Coordinate quality execution, set up and take down of events.
• Assist with meeting pre-planning expectations and compliance with New York State fire and building codes and other referenced safety standards.
• Assist clients with planning, logistics, and reservable resources for reservations.
• Prepare facilities for services requested.
• Provide support and services for campus programs, including on-site support.
• Document and communicate day-of concerns with leadership.
• Find creative, collaborative solutions to solve urgent concerns.
• Assist with a furniture, fixtures and equipment maintenance plan.
• Coordinate warranty/repairs and new installs.
• Assist with developing scope of work, walk-throughs, procurement and project management process.
• Manage depreciating reservable resources (staging, tables, chairs, etc.) deployed within the University footprint.
• Assist with data capturing/tracking, surveying and analysis associated with staffing and services.
• Work collaboratively with other Campus Life Centers units (reservations and audio visual services) and stakeholders (USG, Conferences & Special Events, etc) to provide exceptional event service experiences.

Operations:

• Manage the indoor and outdoor spaces of the Campus Life Centers, specifically for the Student Activities Center and Stony Brook Union, to include areas such as courtyards, meeting rooms, common areas, offices, storage areas, auxiliary services, and event spaces.
• Prepare daily logs and reports highlighting evening events, facility usage, event operations procedures, data collection analysis, and provide updates on a weekly basis.
• Meet regularly with the Assistant Director.
• Open/Close the facilities as assigned year-round, including holidays and inclement weather; assist with covering schedule gaps in the Campus Life Centers as needed.
• Serve on a rotating on-call schedule for emergencies.
• Maintain inventory of furniture, fixtures, and equipment (FF&E) and contribute to the renewal cycle.
• Work with vendors and campus partners (such as access control, residential operations, safety and support services, campus operations and maintenance, custodial, Fire & Emergency Services, Environmental Health and Safety, University Information Systems, etc.) to maintain facilities and customer experience.
• Conduct daily internal and external rounds.
• Maintain high standards of maintenance, safety, and security in all Campus Life Centers footprints.
• Serve as department liaison with all building occupants/tenants, building users and university service departments/areas.
• Participate in and facilitate quality assurance tours.
• Assist with the student club office/storage allocation process.
• Assist with scheduling, training & development of student staff.

Professional Development and Committee Involvement:

• Participates in opportunities that promote their learning, growth, and development (i.e., classes, training, committees, webinars).
• Contributes to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside the Office of Student Life (i.e., campus-wide traditions, events, programs).
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Hours outside of the typical work schedule may be required at times.

Special Notes:This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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