Position Information Position Information (Default Section)

EEO Statement Wright State University is an equal opportunity/affirmative action employer. Faculty Rank or Job Title Coordinator Events Services Job Category: Administrative (exempt/non-exempt) Department Student Union EEO number: 25P073 Position FTE 100% Minimum Annual or Hourly Rate 45,000 Salary Band: S03 Job Summary/Basic Function: The Event Coordinator for Event Services and Youth Programs serves as a liaison for university clients planning events and for community members who contract with Wright State University. The primary purpose is to coordinate all aspects of event and conference planning and entails collaborating with various stakeholders to conceptualize, plan, and execute successful conferences and events while adhering to budgetary constraints, timelines, and regulatory guidelines. Minimum Qualifications A Bachelor’s degree OR an associates degree and 3 years of experience in event management. OR five years of experience in events management. Demonstrated organizational, interpersonal, and oral/written/presentation skills. Demonstrated ability and willingness to work evening and weekend hours Preferred Qualifications Bachelor’s degree.Experience with EMS.Experience with Ad Astra.Experience with Engage. Essential Functions and percent of time: Reservation Management (30%) Receive and process reservations and bookings in Event Management System (EMS) and Ad Astra for the Student Union and approved academic and outdoor spaces. Provide electronic and in-person customer service with internal and external clients to determine their specific needs. Order additional services (room set-ups, audio visual equipment) as needed.

Event and Conference Planning (35%) Collaborate with faculty, administrative/professional staff, student organizations, and community members to plan conferences and events. Serve as a liaison between various university departments and external organizations to assist with development and planning of event budgets, timelines facility and program requirements. Plan, conduct and attend committee meetings for conferences and events to provide leadership, support and direction to the committee including enforcement of university guidelines and policies. Assist planning committees in identifying, negotiating, and contracting with appropriate presenters/speakers. Develop processes and facilitate the logistics of all requirements relevant to the event. Regularly meets with clients regarding these needs. Secure liability insurance from external organizations or confirm existing coverage. Monitor compliance of procedures, policies, guidelines, and internal processes to create efficiencies and continued improvement. Collaborate within the Division of Student Affairs to review student organization events. Essential Functions and percent of time (cont'd): Database Management (10%) Create and manage customized databases including registrations for conferences coordinated by the department through various tools including Touch Net, Microsoft Access, and Excel. Use various specialized scheduling tools; including EMS and Ad Astra to reserve space/services, and to track and report revenue and expenses. Create recurring reports regarding usage data for the Wright State University Student Union and other locations. Develop reports, analyses and surveys as requested.

Financial Management (10%) Develop and oversee budgets for detailed conferences and individual events. Deliver timely, comprehensive, and accurate financial reports to planning committees. Work directly with business team to reconcile electronic income for coordinated conferences. Ensure appropriate procedures for money handling are maintained. Ensures event plans adhere to stipulated budget. Collaboration (10%) Serve as a departmental representative on intra-departmental committees to provide guidance, policy enforcement and review of policies/procedures as directed by the Associate Director. Assist in the inter-departmental review of policies and procedures, development of departmental goals and special projects as directed by actively providing suggestions and input. Provide supervision and guidance to staff, students, faculty, and planning committees. Assist in implementing the overall departmental strategic plan. Non-Essential Functions and percent of time: Other Duties as assigned (5%) Working Conditions Office environment with some evening and weekend work required.

Wright State University is an equal opportunity/affirmative action employer.To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees. Special Instructions to Applicants Posting Date 12/19/2024 First Consideration Date: 01/10/2025 Closing Date Open Until Filled Yes Supplemental Questions

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* Do you have a Bachelor's degree OR an associates degree and 3 years of experience in event management. OR five years of experience in events management? Yes No * Do you have the ability and willingness to work evening and weekend hours? Yes No * How did you hear about this position at Wright State University? Please check all that apply. WSU Careers website Academic Careers Academic Keys Chronicle Diversity in Higher Ed Diverse Issues in Higher Ed Facebook HBCU Higher Ed Jobs Inside Higher Ed LinkedIn Social Media Personal referral Women in Higher Ed Other Job Fair or Hiring Event Required Documents Required Documents Resume/CV Cover Letter Optional Documents References