The Program Coordinator, Outdoor Venues (PCOV) is a member of the Events and Services team in the Student Activities Office, alongside the Assistant Director for Events and Services, Operations Assistants, and a team of Student Event Assistants. The PCOV is responsible for the facility operation and scheduling/coordination of Library Lawn events and activities. The PCOV will lead the Library Lawn and Event Assistant student employee teams, directly overseeing their hiring, training, scheduling, and supervision. The PCOV will approve and schedule all outdoor grounds reservations for registered student groups, and record outdoor grounds reservations for University Departments. The PCOV is responsible for the generation of reports and communication with campus partners (including but not limited to Building Services, General Services, NDPD, University Catering, NDFD, and VenueND) as well as third-party vendors, for logistical needs of events. The PCOV will assist in the coverage of various departmental and divisional events on an as needed basis. The PCOV reports to the Assistant Director for Events and Services, is a full-time 12-month position, and will typically work second shift hours, with a significant amount of evening and weekend responsibilities.
Essential Duties and Responsibilities:
Library Lawn Operations
Meet with event organizers (students, faculty and staff) to coordinate event logistics and determine staffing needs
Coordinate various student-focused programming on Thursday, Friday, and Saturday nights during the academic year, when Lawn is not reserved for a specific event
For all events and operations on Library Lawn, submit work orders and engage in timely communication with Building Services, OIT, General Services, VenueND, etc., to ensure smooth event and end user satisfaction
Oversee on-site management to ensure that policies and protocols are followed
Lead a team of student employees in the operation of Library Lawn
Coordinate reservation process and related communication with campus partners (Campus Safety, Notre Dame Police Department, Notre Dame Fire Department, Landscape Services, etc.) for 500+ University recognized student clubs and organizations and departmental events taking place on University Outdoor Grounds each year
Assist in the coordination of the Priority Date Reservation program for recognized student clubs and organizations
Meet with University recognized student clubs and organizations and departments as needed to discuss and ensure necessary support for outdoor event logistics
Manage audio-visual equipment
Create user friendly instructions for A/V equipment overseen by the Student Activities Office
Maintain and assign portable PA systems and equipment for outdoor events
Coordinate A/V needs for Library Lawn events, and liaison with University A/V suppliers as needed
Additional Responsibilities & Duties
Provide on-site supervision of designated events as Event Manager to oversee use, admission receipts, compliance with policies, hospitality for performer(s) and to assist in problem resolution in any of the Student Activities Office centers and venues
Contribute as an active member of the Student Activities Office team by serving on departmental committees, supporting the development, implementation, and assessment of various initiatives, and engaging with departmental strategic planning
Participates as integral member of a large, multifaceted Student Development team interacting daily with colleagues in the Gender Relations Center, Multicultural Student Programs and Services, Office of Student Enrichment, Office of Community Standards, RecSports, University Bands, Family Resource Center, and Student Media groups.
Candidates must possess a bachelor’s degree; preferred candidates will have a master’s degree, ideally in college student personnel, counseling, higher education or a related field.
The successful candidate will have at least two years’ experience with event coordination and planning.
Qualifications include experience supervising and building successful teams of student employees; understanding event operations and management; ability to configure, troubleshoot, and train others in the operation of AV technical equipment; advanced understanding of personal computers (including desktop publishing and Google suite); and strong organizational skills.
Additional qualifications include exceptional communication and interpersonal skills necessary to deal effectively with a diverse group that includes students, staff, faculty and the public.
This position is physically demanding, involving the setup and moving of equipment and furniture. It requires the ability to climb several flights of stairs and lift approximately 60 – 70 pounds. Other responsibilities may include bending, squatting and climbing ladders up to 12 feet.
Come work at the University of Notre Dame. Guided by the University’s Catholic, Holy Cross mission, the Division of Student Affairs promotes the holistic education of undergraduate, graduate, and professional students so that all may flourish at the University of Notre Dame and beyond. Through our shared work, services, and partnerships, we seek to honor individual experiences and foster a sense of belonging; deepen engagement in faith; and cultivate meaningful relationships that empower students and enable them to develop in mind, body, and spirit. Our vision is to be a student-centered, collaborative, and faith-based community of professionals committed to the formation of minds and hearts. Through academic and co-curricular integration, authentic encounters with God and others, and personal development and formation in the context of community, the Division of Student Affairs strives to accompany students while preparing them to become a force for good in the world.