Evening and Weekends Events and Operations Coordinator -

JOB SUMMARY

Under the supervision and direction of the Associate Director, with collaborative input from the Student Union and Event Services Leadership Team (including the Director, Facility Operations Manager, and Business Services Manager), the Evening and Weekends Events and Operations Coordinator is accountable for the coordination of afternoon, evening, and weekend activities and events at the Student Union. The incumbent will oversee event setup, perform quality control inspections, and ensure compliance with University and Student Union policies and procedures, including risk management and safety standards.

The Division of Student Life and Enrollment is committed to diversity, equity, and inclusion; competence in working with culturally and ethnically diverse populations; and awareness of how issues of difference, power, and privilege manifest in higher education environments. The ideal candidate promotes equity and inclusion by demonstrating and supporting an understanding, sensitivity, and appreciation for social justice, cultural humility, and inclusiveness.

DUTIES AND RESPONSIBILITIES

1. Coordinates the afternoon, evening, and weekend Student Union operations:
   • Collaborates with internal and external constituents on facility usage, policies, and procedures, in addition to any needs for facility or emergency services.
   • Ensures compliance with risk management policy and procedure for all facility activities and provides timely and accurate risk management and maintenance reporting.
   • Maintains accurate and accessible records for all facility related operations and submits and tracks work orders and incident reports.
2. Direct supervisor for the Events and Operations Technicians (Event Setup Student Staff) and Student Building Managers and serves as the support supervisor for all other student staff working during shifts. Responsibilities include:
   • Selection, onboarding, training, development, and supervision.
   • Evaluating student staff performance.
   • Developing and maintaining student staff schedules.
   • Coordinating workflow.
   • Coordination with other staff supervisors where student staff responsibilities intersect.
   • Developing and supporting learning outcomes for student staff and completing assessment projects to evaluate the success of these efforts.
3. Executes administrative and task management planning, support, and execution in Coordination with the Facility Operations Manager:
   • Coordinates with custodial services team leads and custodial staff to ensure custodial services and event setup tasks are executed in a timely and accurate manner according to departmental, facility, and event needs and expectations.
   • Ensures custodial services team has accurate event setup information in a timely manner.
   • Provides information about custodial service needs and conveys additional or time-sensitive needs.
   • Conducts regular and special facility inspections focused on promoting custodial, maintenance, and safety outcomes to ensure compliance with standards.
   • Maintains inventory of furniture and event equipment, and requisitions replacements and supplies.
   • Reviews operating procedures for efficiency and effectiveness and recommends changes for improvement; participates in the planning and decision-making processes regarding new or changed procedures; interprets and implements policies as established by the supervisor; and establishes operational procedures to implement policies.

4. Serves as the primary safety officer and emergency/incident manager for the facility during shifts in collaboration with the Director and the Facility Operations Manager.
   • Serves as the primary point of contact during emergency situations, coordinating with university emergency services to ensure a swift and effective response in compliance with the departmental and facility emergency plan.
   • Conduct emergency drills and training sessions for staff and occupants of the Student Union as directed by the Director or the Facilities Operations Manager, ensuring compliance with university safety standards and preparedness guidelines.
   • Provide leadership and support during emergency situations, making critical decisions and directing staff and building occupants to ensure their safety and the effective resolution of the incident.
   • Conducts regular inspections of the facility to identify and address safety hazards, such as burnt-out lightbulbs, obstructed stairwells, and blocked entrances and exits.
   • Ensures all entrances and egress points are clear and accessible at all times, especially during peak usage hours, to comply with fire safety regulations and emergency exit requirements.
   • Coordinate with custodial staff to ensure regular and thorough cleaning of high-traffic areas, especially during and after adverse weather conditions, ensuring timely removal of snow, ice, mud, and leaves that get tracked into the building to prevent slips and falls and maintain a safe environment for all facility users.
5. Responsible for quality assurance checks for event setups, ensuring rooms are properly set up for events, meetings, programs, and activities.
6. Proficiently uses all related departmental and University technology systems, such as the event management system (e.g., EMS), the student employee scheduling system (i.e., When to Work), the student employment payroll system (e.g., HuskyTime and CoreCT), the event management/ workflow and reporting system (e.g., 7PointOPs), the diagramming software (e.g., Social Tables), and other related systems.
7. Investigates reports of willful or malicious damage to state property.
8. Serves as a resource to resolve administrative, logistical, and technical problems, collaborating with customers, Student Union staff, and other University staff as appropriate, to ensure events and programs are in compliance with all safety and related policies, regulations, requirements, and guidelines.
9. Enforces departmental and University policies and procedures in all matters pertaining to the Student Union and Event Services departmental business operations.
10. Supports an environment that encourages, values, and delivers outstanding customer service.
11. Performs other duties as required.