Events Coordinator

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Department(s): University Events, Camps & Conferences

Reports to: Assistant Director of University Events, Camps & Conferences

Job Status:12-month employee (Full-Time) – Non-Exempt

Position Summary

The Events Coordinator will support the overall production, efficiency, and daily operations of the University Events, Camps & Conferences unit. In addition, coordinating internal event initiatives, external event initiatives, camps, conferences, and general event requests, this position will support all our activities as an active and strategic partner in a growing department on the campus of Houston Christian University. Position will be expected to work weekends and evenings, when events dictate, while assisting in delivery and production of special events, and University activities.

This position will play an integral role in the day-to-day operations, auxiliary services, and initiatives engaged with University scheduling, and assist with expanding and maintaining all internal and external events. Additionally, the candidate must be able to serve as an effective spokesperson for the Christian identity and mission of the University.

Essential Functions and Responsibilities

General Duties:

• Events, Camps & Conference planning for a range of events - from smaller to progressively complex events.
• Serve as the event liaison between the university catering, facilities management, university police, risk management office, custodial services, and other key partners.
• Develop relationships and interact with clients that encourage repeat business, and word-of-mouth marketing.
• Work closely with academia and external constituents, preparing materials for university events, camps and conferences.
• Effectively negotiate contracts on a regular basis working closely with the Director and Assistant Director, and overall team.
• Monitor all aspects of the events to see that the approved university policies and procedures are followed, and events are compliant with all applicable regulations and laws.
• Assist with supervision of student staff. i.e. house managers, ushers, event interns, and etc.
• Where necessary- serve as on-site manager during the event to monitor and/or correct situations that may arise with technological needs, timely delivery of food, maintenance concerns, etc., as well as monitor client satisfaction.
• Document and assist in evaluating the event along with other follow-up activities
• Manage certain business processes for university events, camps and conferences, including projection of FY revenue and expenses.
• Present a professional image to visitors, and ensure excellence in customer service.
• Ability to manage and coordinate multiple projects simultaneously, while maintaining an uplifting environment.
• Coordinate with Ad Astra scheduling operations, and planning pod event planning systems.
• Operate computer with Microsoft suite, including Outlook, Word and Excel.
• Identify, assess, recommend, and improve on internal processes.
• Other duties as assigned. This list is not meant to be all inclusive.

Operation Management:

• Create and maintain a décor database, tracking its use as well as overseeing maintenance and repair, as needed.
• Oversee the ordering and replacement of damaged items.
• Assist with ticketing serving as point of contact for ticketing system, work with clients, manage the ticketing database, the ticketing system, and ensure the system is fully operating to expectations.

Supervisory Responsibilities:

• Provides direct administrative and operational oversight of the Camps Director, Associate Camps Director, and Assistant Camps Directors. Ensures alignment with organizational mission, strategic objectives, and regulatory requirements through the consistent application of established policies and procedures.
• Responsible for leading, coaching, and mentoring supervisory staff to support professional development, performance excellence, and succession planning. Conducts regular…