Percentage of appointment: 100%
Probationary: 1 year
BU code: LTE
Reports to: Associate Director
Supervises: Assistant Events Coordinator and Student staff
Major Areas of Accountability:
The WAM Events coordinator is a critical position in the smooth operation of the museum. This position helps plan, organize, coordinate and execute the museum’s facility rental program. Programs include Museum events, University events and private rentals. Manages building rental program. Hires, supervises, schedules and assigns work for 30-35 student front-of-house workers. Acts as the liaison for clients with vendors, parking services, facilities management and caterers. Coordinates all logistical aspects of events including scheduling, staffing, equipment setup, A/V, breakdown & clean up.
Works with the communications team on marketing the rental program to customers.
Operations Event coordination and management (55%)
- Coordinate the logistical aspects of more than 350 annual bookings of event spaces in the Weisman Art Museum.
- Meet with clients to review client and event logistics, guiding them through the entire event planning process, including creating customized diagrams and AV to meet event needs. Educate clients on WAM and University policies and procedures.
- Continual correspondence with the client throughout the process to coordinate event logistics and details
- Ensure diagrams and room set ups are accurate and maintain standard room diagrams.
- Use independent judgment and problem solving skills with each client to minimize risk and ensure a successful event
- Assist in coordinating logistical business aspects of event bookings of facility rentals at the Weisman Art Museum. Maintain billing and other records pertaining to events
- Prepare event documentation including lease agreements consulting with Office of General Counsel and the Real Estate Office as needed
- Coordinate and ensure procurement of all agreement requirements, including proper certificate of liability insurance and full execution of client agreements for events
- Collaborate with Environmental Health and Safety, Parking and Transportation Services, Facilities Management, Building Code Department, University Police, and various other departments to determine needs and obtain documentation and permits based on the details and requirements of the event
- Act as on site contact for clients for day-of requests. Manage on-site production and clean-up for events, hands-on as needed
- Prepares contracts for outside rentals
- Manage stressful situations and resolve conflicts quickly, fairly, and effectively
- Consult with vendors to coordinate and schedule deliveries and setup for events including caterers, furniture, supplies, audiovisual equipment, facility set-up, and ensure the event meets the quality expectations of the client
- Maintain, troubleshoot, , and regularly test audiovisual equipment to minimize down time
- Evaluate suitability of facility space for customer event goals and suggest alternative sites if we cannot meet those goals
- Create detailed proposals for events, including timelines, layouts for set-up and take-down, caterers, vendors, staffing and budget
- Actively solicit customer feedback to improve policies and procedures and follow up with staff as needed.
- Assist in weekly operations meetings to work out all of event details with the WAM building, operations and communications staff
- Collaborate with WAM’s Marketing team for promotion of spaces and services.
- Works with Associate Director to establish budgets and revenue goals, tracks budgets
- Maintains building usage schedule for the museum, including updating electronic calendar, publishing weekly event schedule, sending confirmation to users, etc.
- Issues lease agreements, permits & insurance forms. Ensure proper permitting of alcohol sales & service.
- Oversees billing & collection for all rentals.
- Manage all phases of the employee life cycle for student front-of-house staff (search, onboarding, training, promotion, performance management, coaching, discipline, and dismissal). Direct supervision of students
- Ensure student employees are trained on safety in the workplace, including proper use of equipment and chemicals, enforcement of building and fire codes, and safe lifting and cleaning practices.
- Ensure student employees are trained in the proper use and problem solving skills for audio visual equipment.
- Coach direct and indirect reports to grow skill sets related to supervision, leadership, conflict management, professionalism, and accountability
- Set work hours and schedules for all front of house staff, including shift times, staffing levels and coordination of event set-ups, tear downs, and event space turnovers
- Provide professional development activities and training that further the supervision, student development, customer service experience, and knowledge base for all student staff on the events team
- Maintain and update staff training documents, including manuals.
Customer Service (5%)
- Deliver exceptional customer service, including proactively seeking out clientele and responding to issues or concerns that arise, ensuring all needs are met in regard to attention to detail, furniture, building cleanliness and overall satisfaction
- Work with WAM staff on logistics for museum programs and events, work with presenters and artists to ensure successful program execution.
- Serve as liaison for clients and vendors on event-related matters and contribute to event promotion through positive client interactions
- Evaluate alternative solutions for successful event operation taking into account the impact on the larger facility activity
- Meet with potential rental clients from diverse organizations and backgrounds to develop long-term relationships, showcase the capabilities of spaces and draw from experience to determine event requirement
- BA or BS degree or five years of work experience in planning and executing public events, with one year including supervisory experience
- One year of supervisory experience to include experience scheduling and training employees/volunteers.
- Previous experience in customer service or public engagement.
- Demonstrated clear and concise oral and written communications skills
- Must be available to work weekends and evenings with a varying schedule.
- Able to lift up to 50 pounds.
- Previous experience in an art museum.
- Demonstrated ability to work as part of a professional team that collaborates effectively with colleagues while also working independently
- Experience using detailed organization, creativity, assertiveness and adaptability to thrive in an environment that values high expectations, accountability and balanced lifestyles
- Strong commitment to support the University’s goal of creating a positive and inclusive camps climate for all by advancing equity and diversity
- Experience with database systems.
- Analytical skills to identify problems, assess alternatives and render consistent, logical decisions
- Demonstrated excellent customer service skills.
- Proven dependable, demonstrated excellent interpersonal skills.
- Proven attentive to details and proven able to problem-solve.
PAY RANGE: $53-57,000 depending on experience
WORK HOURS: 40 hours/week.
WORK DAYS: Arranged depending on the events schedule.
HOW TO APPLY: Applications must be submitted online. Please go to the U of M HR website to apply.
Categories: Job Postings