SENIOR EVENT COORDINATOR

Posting Details

Posting Details

Posting Number S12517P

Working Title SENIOR EVENT COORDINATOR

Department PSO-Cont Ed-Aux-Food Services

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 TRS or ORP

Employment Type Employee

Benefits Eligibility Benefits Eligible

Full/Part time Full Time

Work Schedule

Additional Schedule Information

Monday through Friday - 8:00-5:00pm, and as required to meet the needs of the client. This may include morning and/or evening hours as well as occasional weekend work.

Advertised Salary $50,000 - $60,000 (commensurate with experience)

Posting Date 08/13/2024

Open until filled Yes

Closing Date

Proposed Starting Date 10/01/2024

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 (hrweb@uga.edu).

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as 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 online 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 online at https://www.usg.edu/policymanual/section6/C2653.



Position Information

Classification Title External Affairs Professional

FLSA Exempt

FTE 1.00

Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

At least 3 years' experience coordinating complex events in a professional setting. Hospitality industry experience preferred.

Position Summary

This position is charged with responding to business opportunities from within assigned markets, and actively selling the facilities and services of the UGA Center for Continuing Education & Hotel (the Georgia Center) as well as coordinating the Georgia Center's fulfillment of promises as detailed in Agreements and Banquet Event Orders. This incumbent serves as the client's primary contact, while successfully working with other departments to provide our customer's exemplary service .

Knowledge, Skills, Abilities and/or Competencies

• Experience coordinating complex events in a professional setting. Hospitality industry experience is a plus.
• Documented success in up-selling/securing repeat bookings.
• Strong communication skills including both oral (in person and phone) and written.
• Possess organizational and time management skills, including the ability to handle multiple projects simultaneously while consistently documenting communications with client.
• Ability to successfully meet the public and create a favorable impression of the Georgia Center; excellent customer service skills.
• Ability to work independently and with initiative, within departmental guidelines, to fulfill our contractual obligations.
• Ability to demonstrate a strong work ethic and support a positive work environment.
• Proficient in use of Windows Office Suite; internet research skills.
• Ability to review and understand basic financial reports, invoices, bills and statements.
• Data management experience, including use of PMS, CRM and/or Event/Facility management systems.
• Work hours beyond the norm of Mon-Friday 8-5, to service accounts. This may include morning and/or evening hours as well as occasional weekend work.

Physical Demands

• Sit at desk for extended periods of time utilizing a computer and/or phone.
• Walk and climb stairs.
• Occasional lifting up to 35 pounds.
• Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes

Is this a Position of Trust? Yes

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

Does this position require a P-Card? No

Is having a P-Card an essential function of this position? No

Does this position have direct interaction or care of children under the age of 18 or direct patient care? No

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

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:

• Respond promptly by phone or email to business opportunities from within assigned markets.
• Research facility availability and ability to service, including analysis of profitability.
• Actively sell the facility and services of the University of Georgia Center for Continuing Education & Hotel.
• Provide onsite pre-event tours and/or meetings as needed to prospective and current clients.
• Book events from initial contact or receive event after sales turnover meeting, and manage event through closure of event.
• Coordination may include oversight of hotel reservations and room block management, assistance with menu selections, determining and communicating meeting room set-ups and A/V requirements, as well as set up and oversight of registration and/or vendor needs.

Percentage of time 60 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.

Percentage of time 20 Duties/Responsibilities

Event Support:

• 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.
• Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm. This includes meeting with the client, 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.
• Event Support may include work on team member's events and may be outside of the Monday-Friday, 8-5 norm.

Percentage of time 10 Duties/Responsibilities

Other:

• Participate in the training of new event coordinators, helping to familiarize them on departmental resources and procedures.
• Serve as a resource for other event coordinators as well as the Event Coordination Manager and SEC Director.
• Throughout interaction with client, seek additional business opportunities for the GC, document them in the CRM, and communicate to appropriate Sales Professional or Event Coordinator for follow-up.
• Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services).
• Assist other GC departments and staff with their events as needed (i.e., F&B and hotel).

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Leta Salazar

Recruitment Contact Email leta.salazar@georgiacenter.uga.edu

Recruitment Contact Phone



Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this job opportunity at the Georgia Center for Continuing Education and Hotel?
   • UGA Jobs
   • Georgia Center Employment Page
   • Georgia Center Talent Recruitment Brochure
   • Insidehighered.com
   • Indeed
   • hCareers
   • LinkedIn
   • Facebook
   • Department of Labor
   • Goodwill
   • From a current UGA employee
   • Other

Applicant Documents Required Documents

1. Resume/CV
2. Cover Letter

Optional Documents