Job description
Description
Title: Student Services Specialist (Operations Coordinator for Meeting & Event Services)
Position Number: 0080631
Hiring Unit: OFC OF VP FOR STUDENT SUCCESS, STUDENT CO-CURRICULAR SUCCESS, STUDENT LIFE & DEVELOPMENT
Location: UH at Manoa
Date Posted: April 6, 2023
Closing Date: April 21, 2023
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
- Assists in administering and managing meeting and event services, which includes leading the day-to-day event production (including event set-up and break-down) and leading and supervising the student staff in the implementation of event production; coordinating events with clients, which include students, faculty, staff, and community organizations; assisting in event planning and event scheduling; and monitoring events; and enforcing policies that ensure a safe, educational environment.
- Fosters a friendly, welcoming environment for customers entering the office in-person and for customers who contact the office via email or phone.
- Ensures a positive learning environment to develop students for academic and professional success.
- Assists in recruiting, interviewing, selecting, training, coaching, supervising, disciplining, and evaluating students involved in assigned building services and building operations.
- Assists in developing, interpreting, implementing, and revising, as needed, appropriate policies and procedures governing meeting and event services.
- Develops, interprets, implements, and revises, as needed, operational manuals for meeting and event services, audio-visual technology and use, production setups and all other related areas of responsibility.
- Ensures compliance with University contracts and agreements, including but not limited to food and beverage services, food handling, etc.
- Assists unit lead in budgetary direction and accountability for delegated accounts.
- Performs proper oversight for assigned workspace(s) and reports facility maintenance needs to appropriate facilities staff, in a timely manner.
- Provides oversight and accountability for all equipment assigned to perform service operations.
- Assists, as needed, in providing organizational advising to committees of chartered student organizations and to Registered Student organizations to improve students’ interpersonal and leadership skills.
- Serves as a student advocate to students, student organizations, and University departments.
- Participates in providing educational services to overall service area students.
- Represents and supports the University and department mission to students.
- Understands and communicates University policies and procedures to students and student organizations.
- Ensures optimal staff performance through appropriate and timely training, supervision, guidance, and coaching.
- Participates via institutional and/or personal membership in relevant professional associations appropriate to the position.
- Participates and engages in professional development opportunities to be current with scholarship and best practices in the field.
- Works nights, weekends, and/or holidays when needed for meetings or events.
- Lifts items weighing up to 50 pounds for meeting and/or event needs.
- Other duties as assigned.
- Possession of a baccalaureate degree in education, business administration, travel industry management, communication, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for student activities, student union, or related services, particularly in event planning and conference events; or equivalent education/training or experience.
- Functional knowledge of principles, practices and techniques in student affairs or student activities administration, group management, or program planning demonstrated by knowledge, understanding and ability to apply concepts, and terminology.
- Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with student affairs or student activities work, working in teams, working collaboratively, or group management.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of event coordination, student affairs or student activities work.
- Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
- Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
- Demonstrated ability to operate a personal computer and apply word processing software.
- Demonstrated ability to manage and execute multiple tasks (i.e. programs, events, customers) in a fast pace and dynamically changing environment.
- Functional knowledge of the purposes and objectives of co-curricular programs and of the college union.
- Experience in event planning, including event production, implementation, and evaluation.
- Functional knowledge of organizational processes used in the administration of services, programs, and office management.
- Ability to effectively plan, schedule and review the work of others, and to provide coaching, feedback, and guidance when necessary.
- Ability to work outside normally scheduled business hours including nights, weekends, and/or holidays.
- Ability to prepare and administer a budget, review financial reports, forecasting and discern trends and concerns from such reports.
- Ability to interpret and apply policy provisions to situations consistently.
- Demonstrated ability to attend to customer needs satisfactorily.
- Possession of a valid driver’s license.
- Ability to lift items weighing up to 50 pounds independently and/or with assistance.
- Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
- Professional experience in a higher education setting, or a large multi-facet enterprise, or equivalent organization.
- Demonstration of high levels of energy, creativity, flexibility and initiative.
- Familiarity with an event reservation system, including but not limited to the Event Management System (EMS) or Mazevo.
To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information (including telephone number and email addresses) of at least three professional references and (4) official transcripts with confidential information (i.e. social security number, birth date) redacted. A copy of transcripts is acceptable at time of application; however, originals are required upon hire. Incomplete applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries:
Sarah Yap; sarahyap@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai'i is an
Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.
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