The Memorial Union (MU) is the campus student union and a department of the division of Student Affairs. The MU is geographically located in the middle of the campus and is considered the “living room of campus.” The MU is a multifaceted auxiliary service that employs over thirty professional staff and two hundred student staff and serves thousands of daily users during the year. The MU welcomes students, faculty, staff, visitors, and the local community to campus, and its mission is to provide learning experiences and opportunities for personal growth in an open, inclusive, and resource-rich community where student and staff collaborate with a Student Advisory Board, who are influential to the character and scope of the department and provide the budget recommendations for the MU services and programs. The MU is responsible for multiple facilities and exterior meeting and event spaces.
This is a high-profile position that interfaces with Oregon State University (OSU) students, faculty, and staff. The impact of this position on a guest’s evaluation of the Memorial Union (MU) and the University is of critical importance to good customer relations and perceptions of OSU. The person in the position will be working with OSU Leadership such as the Office of the President, Provost, administrative leadership, as well as conference and event services, all the thirteen colleges and recognized student organizations. Confidentiality and discretion are vital to success. Knowledge of meeting protocol and procedures is crucial.
Comprehensive knowledge of the scope, design, planning and management of events (e.g., goals, structure, timeline, delegation, monitoring, completion, and evaluation/reports) is critical to serve the customer base of the MU and its facilities. Responsible stewardship of resources is essential to coordinating multiple events. This position will suggest resources pertinent to the meeting or event that will enhance the clients and attendee’s experience. This position must maintain professional relationships with vendors, contractors, other agencies, and internal staff toward the successful completion of events.
Success in this position will rely on the understanding and appreciation of the collegiate calendar and potential conflicts to client events. The potential conflicts will affect the resources available and the success of the client’s planning an overall event. This position will need to apply policies equitably and recognize unusual requirements. Paramount to success is the understanding of institutional and organizational dynamics, culture, and political structures.
The Event Coordinator will also serve on MU and OSU committees in addition to attending regional and national conferences.
Multiply the hourly wage by the number of hours worked per week. Then, multiply that number by the total number of weeks in a year (52). For example, if an employee makes $25 per hour and works 40 hours per week, the annual salary is 25 × 40 × 52 = $52,000.
60% Event Management & Coordination
Use of software for event schedule, staff scheduling, room/space setup diagrams
Reviews events to determine scope and resources needed, necessary contacts and required procedural administrative actions.
Reviews existing methods and procedures and modifies as necessary to event completion; reviews risk assessment, identifies difficulties and determines means of lessening or avoiding them.
Provides options to client for risk coverage defined by OSU practices.
Contacts with appropriate participants such as rental companies and vendors, Public Safety and Oregon State University Police, Corvallis Transit Department, OSU Office of Risk Management, OSU contracted security vendor, Parking Services, OSU Facility Services and Landscaping and MU Building Services; seeks cooperation and input in event design and coordination.
Coordinates needed meetings or hearings to gather input, and to meet procedural requirements.
Identifies resources and administrative steps needed for event completion; develops event plan in consultation with client and appropriate participants; coordinates steps to ensure participation is planned with all groups involved in the production of the event.
Monitors event status to ensure progress toward completion, required event planning steps are completed fully and timely, vendors and event contractors are informed of progress, and all related people and groups are updated; modifies event plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments; upon event completion, prepares events files for invoicing and reviews final records to ensure documentation is appropriate and complete.
Represents the Memorial Union in meetings, committees and administrative hearings in dealing with affected and interested individuals and groups concerning the event; moderates divergent viewpoints and helps build consensus among those involved appropriate to the event, processes and procedures.
Collaborate with MU internal departments, OSU departments, external entities.
25% Administration, Student Training and Mentoring
Provide lead-work to student event coordinators and event specialists for the day-to-day oversight of events.
Accounting: provide final billing to event contacts, request, receive and process vendor and contractor invoices; updated event costs accordingly.
Onboard and provide training to new student event coordinators
Utilize various and inclusive training techniques to meet all levels of understanding and learning styles.
Assess skill sets learned though training utilizing MU learning and determine the proficiency of the current skill set for each employee
15% Project Management
Manage inventory of supplies, furnishings, flag rental and basic AV equipment in all MU facilities optimizing the flow necessary for event success.
Contact and database oversight for events to ensure accuracy.
Perform annual inventory on events furnishings, supplies and equipment.
Create replacement plan in conjunction with supervisor.
Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program. A Bachelor’s degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two years of the required experience. There is no substitution for the two years of administrative experience. Preference may be given to individuals with experience in a specialty area specific to the position opening.
Additional Required Qualifications
Experience in successful professional event planning, management and coordination.
Preferred (Special) Qualifications
Demonstrated extraordinary customer service, courtesy, and diplomacy.
Experience creating room/space setup diagrams that meet ADA and Fire Code.
Experience implementing communication plans, set-up information, day-of-event plans, and clean-up/event strike plans
Experience assessing event risk and Security and Risk mitigation strategies.
Four years’ experience in successful professional event planning, management and coordination.
Demonstrated experience of applying critical thinking and ability to make good judgement calls in fast-paced environment.
Knowledge of event space and meeting room configurations, including room capacity based on fire code and accessibility requirements.
Attention to detail and ability to communicate details to others.
Demonstrated organizational skills.
Experience with reservation software and room layout programs.
Experience executing reservation contracts.
Experience with budgets, billing and managing accounts.
Experience with Windows programs, Google documents and other online software.
Experience with EMS or Mazevo reservation software
Experience with Social Tables software.
High level proficiency with up-to-date audio-visual equipment, basic sound systems, projection, technological devices, and standard lighting for event spaces.
Familiarity with a student union or other institutional operation, such as a hotel or club.
Demonstrated ability to work within systems and to keep records.
Manage a flexible schedule pertaining to office hours and events.
A demonstrable commitment to promoting and enhancing diversity