Event Services And Operations Coordinator

Who We Are

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Serving a highly diverse student body ( click here for more information).
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

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Required Qualifications (as Evidenced By An Attached Resume)

Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time experience with any of the following: event planning or facilities scheduling/reservations management.

Preferred Qualifications

Master’s degree (foreign equivalent or higher). Experience operating a scheduling system, including data entry and generating reports. Experience with facilities and/or event operations as it relates to any combination of the following: room setups, audio/visual production, and/or tenant relations. Supervisory experience (experience supervising students may be considered). Experience planning and managing large scale events. Experience promoting and providing customer service to internal & external events. Experience working in a university setting. Experience with Microsoft Office Suite and/or Google applications, digital media, and/or website management. Experience with sales and revenue generation.

Brief Description Of Duties

The Event Services and Operations Coordinator is responsible for coordinating the reservations office for the Campus Life Centers and the building management of the Bauman Center and deVries Center. The Campus Life Centers host over 10,000 events annually, requiring a great attention to detail. Relying on a part-time staff of graduate and undergraduate students, the Event Services and Operations Coordinator is responsible for fostering a customer-centric scheduling process, working cooperatively with facilities staff, and implementing measures to ensure the reservations system is updated and accurate. Marketing strategies and sales are fundamental for revenue generation. Additionally, the incumbent is responsible for the daily operations of the Bauman Center and deVries Center. Overseeing building maintenance issues, inventory controls, event setups and logistics.

• Operations: Manage the indoor and outdoor spaces of the Bauman Center and deVries Center, to include areas such as courtyards, meeting rooms, common areas, offices, storage areas, auxiliary services, and event spaces. Open/Close the facilities as assigned year-round, including holidays and inclement weather; assist with covering schedule gaps as needed. Maintain inventory of furniture, fixtures, and equipment (FF&E). Work with vendors and campus partners (such as access control, campus maintenance, and custodial) to repair and clean the facilities. Conduct daily rounds.
• Coordinate the process for facility reservations in the Campus Life Centers for departments, conferences, special events and vendors in accordance with university policies and procedures. Advise departments/programs and community groups concerning facility use, including University policies and procedures governing facility use, billing procedures applicable to facility use, operation related information, and implementation.
• The typical work schedule for this position is Tuesday through Saturday with hours from 8:30 a.m. to 5:00 p.m. Hours outside of the typical work schedule will be required at times.
• Develop and maintain records and data related to facilities use; utilizes computerized reservation software to input data. Confirms and cancels reservations as necessary. Creates and distributes daily, weekly, and annual reports on facility use requests. Develop reports to manage database integrity and proactively identify service issues.
• Provides information and rationale for the development of new policies and procedures governing facility operations for special campus events. Communicates information concerning scheduled events to department staff and the appropriate campus departments (i.e. University Police, custodial, West Campus Operations, etc.) in a timely manner.
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Develop marketing strategies and increase usage fee revenue by promoting our venues and services to external constituents.
• Supervise graduate and undergraduate reservations student staff. Responsible for hiring, training, scheduling, and efficiency of staff. Provides opportunities for professional development.

Special Notes

This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

In addition to the employee's base salary, this position is eligible for $3,026 UUP annual location pay, paid biweekly.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.

In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer’s protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer’s protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .

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