Coordinator for Event Services

Canisius University • Buffalo, NY

131d • $20 - $25

About The Position

The Coordinator for the Office of Event Services plays an important role in supporting Student Life’s mission through daily responsibilities. The coordinator is charged with assisting the campus community in planning and executing university-sponsored events, including social gatherings, meetings, lectures, conferences, and commencement week activities, as well as working with external clients. The position ensures that campus facilities continually meet educational and safety standards. It is a fast-paced and diverse role, which may include serving as an A/V tech, event housekeeper, customer service representative, and administrator. This is a part-time (20 hours per week), hourly position that requires working some days, evenings, weekends and some holidays.

Requirements

• Bachelor's degree in a related field is a plus but not required.
• Significant professional experience in theatre or technical production is strongly preferred.
• Supervision of undergraduate and graduate student staff or equivalent supervisory experience.
• Strong knowledge of event logistics including but not limited to staging, crowd management, threat assessment, and staffing needs.
• Technical expertise required in all areas of live production including theatrical lighting (ETC & ADJ systems), audio (Dante certification is preferred), rigging, networking system, and Crestron & Extron system setups.
• Proven ability to manage live, diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred.
• Excellent project management, time management, organizational skills, and multitasking skills.
• Excellent oral and written communication skills.
• Strong interpersonal skills and the ability to work well in a team environment as well as independently.
• Ability to stay current with industry best practices and technologies.
• Ability to work days, evenings, weekends, and some holidays.
• Ability to assemble and break down tables and chairs as per floorplans.
• Computer proficiency with Microsoft Word, Excel, and the ability to learn additional programs, including the Canisius University BANNER system, 25LIVE scheduling software and other programs.
• Must be eligible to work in the United States.

Responsibilities

• Coordinate and manage daily operations and campus events, including logistics, audio/visual, staffing, housekeeping requests, accessibility needs, and training.
• Work with student organizations and campus departments to confirm events, create room layouts, and address technical needs.
• Support the planning, organization, and execution of all components of campus-wide celebrations, events, and activities of Canisius University.
• Support the planning, organizing, and execution of all components of external clients’ use of university facilities/properties to generate revenue.
• Provide event technical and production expertise regarding performance audio, lighting, and staging for events coordinated through the office.
• Assist in the administration of 25Live.
• Process event requests submitted through 25Live.
• Oversee the implementation, maintenance, and updates of the 25Live event scheduling system.
• Develop and train university administration on 25Live processes and procedures.
• Recruit, hire, train, supervise, mentor, and evaluate staff, including two graduate assistants and undergraduate student staff workers.
• Deliver exceptional hospitality and event services to the campus community and external clients.
• Maintain work schedules, inform staff of upcoming events, and ensure proper preparation and staffing levels.
• Attend weekly meetings with the Office of Event Services staff.
• Collaborate with departments to discuss and assess the physical, audio, and performance lighting requirements in event spaces.
• Update procedures to keep the office modern and efficient.
• Inspect and maintain areas managed by the Event Services department.
• Keep an inventory of supplies and equipment.
• Submit appropriate work orders to maintain event facilities and resources in those spaces.
• Provide details about the services offered by the Office of Event Services to campus departments and external organizations or groups.
• Host weekly meetings with key University departments to coordinate event needs, as needed.
• Ensure that the University's rules and regulations, departmental policies and procedures, and all safety regulations are known and observed.
• Represent the Office of Event Services on various Student Affairs and Student Life committees.

Benefits

• Salary: $20-$25 per hour, commensurate with experience.
• Paid Time Off – Includes sick time.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Bachelor's degree