Event Operations and Logistics Coordinator
Portland State University
Position Announcement Position Details Proposed Start Date 11/18/2024 Classification Title Administrative Program Spec Working Title Event Operations and Logistics Coordinator Department 670202 - AUX SMC Office Position Number D93341 Representation OP - SEIU/OPEU Local 503 Position FTE 1.0 End date, if applicable Position Summary Brief Description of PSU/School/Dept Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners.
More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
For information about the Campus Events and Student Union department, please visit https://www.pdx.edu/conferences/ Position Summary The Event Operations and Logistics Coordinator manages the Student Operations Team (SOT) comprising 30-50 student employees within the Campus Events and Student Union department. The team sets up/breaks down furniture for events, cleans meeting rooms and classrooms, and performs light maintenance duties in the venue portfolio including: Smith Memorial Student Union, Hoffmann Hall, and Viking Pavilion Arena. The Coordinator assists with hires, trains, and schedules the team, assigns daily workloads, manages the Student labor and supplies budget, tracks equipment inventory, and assists with cleaning rooms and setting up furniture.
Reporting to the Building and Event Venue Operations Manager this permanent, full-time, union-represented position is part of an innovative team that directly manages the client relationship process throughout the entire event lifecycle. The Coordinator works closely with departments across campus including Facilities & Property Management, Office of Information Technology, Athletics, and Campus Public Safety, as well as external agencies such as Chartwells catering and other event service providers by providing excellent customer service ensuring a positive and memorable experience for diverse audiences.
This permanent, full-time position is part of an innovative team and spends 80% of their time managing the needs of Smith Memorial Student Union and 20% time managing operations at the Viking Pavilion Arena. Portland State has an excellent benefits package including 95% employer-paid health insurance premiums (employees and eligible dependents) and significantly reduced tuition rates for employees and eligible dependents at any of the Oregon Public Universities. After completing six full months employees are eligible to the employer-paid pension program in addition to two voluntary retirement programs. Wellness options include access to the PSU Rec Center at a reduced rate and free wellness programs. For a comprehensive view of all PSU benefits, visit the PSU Total Compensation Calculator. Minimum Qualifications from Classification - two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
- an equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience. Additional Minimum Qualifications for this Position Demonstrated effective communication and service skills within a diverse customer and stakeholder base. Demonstrated ability to effectively create and maintain collaborative and professional relationships. Ability to work predominantly evenings, including Friday and Saturday nights. Ability to lift up to 50 lbs or more consistently throughout an 8-hour shift.
Preferred Qualifications Degree or certificate in communications, hospitality, event planning, or other related field. Experience working in a higher education environment. Experience in managing and developing student employees. Experience working in the building operations, event services, or hospitality industries. Experience with an event management/scheduling software system and/or floor plan design program. Experience in physically setting-up and breaking down events.
Key Cultural Competencies Creates an environment that acknowledges, encourages and celebrates differences. Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement. Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct. Environmental Stewardship Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals. Work Days/Hours 40 hours per week, flexible working hours based on event and building needs, generally from Tuesday-Saturday, 1-10pm. Total Compensation Range & Benefits Statement The starting salary rate for this position will be between $20.15 and $22.99 per hour. The starting salary will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR. The SEIU rates increase by 2% on 11/1/24.
PSU’s excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities : https://www.pdx.edu/human-resources/benefits-overview
Please visit the total compensation calculator website to see the added value of PSU’s employee benefits at https://www.pdx.edu/hr/psu-total-compensation-calculator Application Instructions Additional Information Additional Application Instructions (deadlines, etc.) Please submit your cover letter, resume and contact information for three professional references. Background Check Required Yes If you have questions Please contact Stacie Looney, Administrative and Engagement Coordinator, at slooney@pdx.edu. Search Details Posting Close Date Application screening begins 10/14/2024 Supplemental Questions
More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
For information about the Campus Events and Student Union department, please visit https://www.pdx.edu/conferences/ Position Summary The Event Operations and Logistics Coordinator manages the Student Operations Team (SOT) comprising 30-50 student employees within the Campus Events and Student Union department. The team sets up/breaks down furniture for events, cleans meeting rooms and classrooms, and performs light maintenance duties in the venue portfolio including: Smith Memorial Student Union, Hoffmann Hall, and Viking Pavilion Arena. The Coordinator assists with hires, trains, and schedules the team, assigns daily workloads, manages the Student labor and supplies budget, tracks equipment inventory, and assists with cleaning rooms and setting up furniture.
Reporting to the Building and Event Venue Operations Manager this permanent, full-time, union-represented position is part of an innovative team that directly manages the client relationship process throughout the entire event lifecycle. The Coordinator works closely with departments across campus including Facilities & Property Management, Office of Information Technology, Athletics, and Campus Public Safety, as well as external agencies such as Chartwells catering and other event service providers by providing excellent customer service ensuring a positive and memorable experience for diverse audiences.
This permanent, full-time position is part of an innovative team and spends 80% of their time managing the needs of Smith Memorial Student Union and 20% time managing operations at the Viking Pavilion Arena. Portland State has an excellent benefits package including 95% employer-paid health insurance premiums (employees and eligible dependents) and significantly reduced tuition rates for employees and eligible dependents at any of the Oregon Public Universities. After completing six full months employees are eligible to the employer-paid pension program in addition to two voluntary retirement programs. Wellness options include access to the PSU Rec Center at a reduced rate and free wellness programs. For a comprehensive view of all PSU benefits, visit the PSU Total Compensation Calculator. Minimum Qualifications from Classification - two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
- an equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience. Additional Minimum Qualifications for this Position Demonstrated effective communication and service skills within a diverse customer and stakeholder base. Demonstrated ability to effectively create and maintain collaborative and professional relationships. Ability to work predominantly evenings, including Friday and Saturday nights. Ability to lift up to 50 lbs or more consistently throughout an 8-hour shift.
Preferred Qualifications Degree or certificate in communications, hospitality, event planning, or other related field. Experience working in a higher education environment. Experience in managing and developing student employees. Experience working in the building operations, event services, or hospitality industries. Experience with an event management/scheduling software system and/or floor plan design program. Experience in physically setting-up and breaking down events.
Key Cultural Competencies Creates an environment that acknowledges, encourages and celebrates differences. Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement. Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct. Environmental Stewardship Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals. Work Days/Hours 40 hours per week, flexible working hours based on event and building needs, generally from Tuesday-Saturday, 1-10pm. Total Compensation Range & Benefits Statement The starting salary rate for this position will be between $20.15 and $22.99 per hour. The starting salary will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR. The SEIU rates increase by 2% on 11/1/24.
PSU’s excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities : https://www.pdx.edu/human-resources/benefits-overview
Please visit the total compensation calculator website to see the added value of PSU’s employee benefits at https://www.pdx.edu/hr/psu-total-compensation-calculator Application Instructions Additional Information Additional Application Instructions (deadlines, etc.) Please submit your cover letter, resume and contact information for three professional references. Background Check Required Yes If you have questions Please contact Stacie Looney, Administrative and Engagement Coordinator, at slooney@pdx.edu. Search Details Posting Close Date Application screening begins 10/14/2024 Supplemental Questions
Required fields are indicated with an asterisk (*).
* This position requires flexible working hours based on event and building needs, generally from Tuesday-Saturday, 1-10 pm. Are you able to work predominantly in the evenings, including Friday and Saturday nights?(Open Ended Question)
* If you have experience supervising student employees, please briefly describe your experience.(Open Ended Question)
* From an event operations perspective, please describe how your professional history has provided you with the experience needed to be successful in this role.(Open Ended Question)
* Please share what diversity, equity, and inclusion mean to you and why they are important.(Open Ended Question)
* How did you first find out about this position? PSU Website Indeed.com HERCJobs Urban League of Portland Hispanic Metropolitan Chamber Oregon Employment Department Social Media Person Referral Career Builder Glass Door Other - Please describe in the next Question If you selected Other, please describe.(Open Ended Question)
Applicant Documents Required Documents Resume Cover Letter Professional References Optional Documents
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