Events Coordinator

Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors.

Summary:
This full-time, benefits-eligible position works closely with external clients and campus resource departments to ensure effective and efficient scheduling and execution of a wide spectrum of events held on the Queens University campus. This position reports to the Director of Conference and Event Services. To support successful execution of events, regular night and weekend shifts are required. This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay for hours worked above 40 in a single work week.

Essential duties and responsibilities include:
• Work with the campus scheduling system to coordinate external facility rentals on campus and clearly and timely communicate clients’ needs to on-campus partners.
• Build relationships with companies and organizations to ensure repeat business.
• Assist and oversee assigned aspects of summer camps, intern housing, and external events to include space blocking, final confirmations, and onsite changes.
• Supervise and maintain work schedules of work study students. Assign, train and supervise tasks, and work with Faculty liaison to ensure proper onboarding and record keeping of hours for Federal work study program.
• Oversee the hiring of summer HCA employees as well as maintain their schedule, track internship requirements, and provide feedback and direction on work performance.
• Work with the Director to maintain current, relevant, and compelling marketing materials that contribute to achievement of the department’s financial goals.
• Work closely with the Operations Coordinator to ensure clear lines of communication within the department and with various campus partners.
• Communicate and enforce facility rules, regulations, and policies to ensure proper and safe use of facilities.
• Attend assigned events and weddings as event manager to ensure facilities are in order and events are executed successfully.

Secondary duties and responsibilities:
• Other duties and special projects may be assigned to meet department and university needs.

Experience, knowledge and skills required:
• Approximately 2 years’ relevant experience in a similar role, preferably in the hospitality industry.
• Exceptionally strong communication skills (verbal, written, interpersonal, presentation) and ability to quickly establish and maintain strong rapport with a wide variety of people.
• Excellent verbal and written communication skills and a gift for identifying information that should be escalated immediately
• Excellent planning and organizational skills and the ability to work both independently and as a member of a team.
• Strong follow-up and follow-through skills to ensure achievement of goals and delivery of expected outcomes.
• Must be able to work in a fast-paced environment with demonstrated ability to effectively prioritize multiple competing tasks and demands
• Strong reasoning skills and the ability to define problems, collect data, establish facts, and draw valid conclusions to resolve problems.
• Ability to actively listen and provide exceptional customer service.
• Proven ability in taking initiative and works well under pressure.
• Must possess a strong, self-driven work ethic and love taking initiative and seeing things through to completion
• Ability to use discretion when dealing with sensitive, confidential materials.
• Flexibility to regularly work evenings and weekends as needed for coverage of events.
• Skill with building, maintaining, and analyzing moderately complex spreadsheets, especially Excel and proficiency with Microsoft Word, PowerPoint, and Outlook.
• Basic accounting knowledge and familiarity with budgets.
• Bachelors’ Degree in Event or Hospitality Management or related field, or equivalent combination of education and experience.

Benefits:
Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, defined contribution (matching) and supplemental 403(b) retirement plans, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.

Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex (including pregnancy, child birth and conditions related to pregnancy or child birth), sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.

Any individual with a disability who needs any reasonable accommodation under the Americans with Disabilities Act to apply for a position or otherwise to participate in Queens’ job search/selection process should contact the Director of Human Resources at 704.337.2222.

Physical requirements (with or without reasonable accommodation):
• Visual Abilities: Read reports, create presentations, and use a computer system – 75‐100% of the time
• Hearing: Hear well enough to communicate with co‐workers, vendors, and students – 75‐100% of the time.
• Dexterity, Grasping, Feeling: Write, type, and use the telephone, copier, and computer systems – 75‐100% of the time.
• Mobility: Kneel for physical inspection of storage areas; Open files and operate office machines; move between departments and attend meetings across campus – 50‐74% of the time.
• Talking: Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly – 75‐100% of the time.
• Lifting, Pulling, Pushing: Exert up to 30 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects – 50‐75% of the time.
• Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75‐100% of the time.

Work conditions:
• Must be willing and able to work a flexible schedule to meet requirements of the position, including regular nights and/or weekend work.
• Work in office, outdoors and event environments while having contact with guests, students, faculty, staff, parents, service providers and vendors on any given day.
• Work has deadlines, multiple interruptions, high volume and can be stressful.

This description is not intended to be an all-inclusive list of the duties and responsibilities of this positions, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended to describe the general nature of this position.

To apply:
Qualified candidates should submit the documentation listed below via email to hr@queens.edu in (.doc) or (.pdf) format. Incomplete applications will not be considered. Include the following:
1. A cover letter addressing the position qualifications, experience, and interest
2. Current résumé
3. Salary requirements
4. Contact information for three professional references.

Be sure to include “EC-CES” and YOUR NAME in your email Subject Line.
(Example: EC-CES Shawn Halbert)

Submissions received by June 18, 2021 will receive first consideration. Queens will continue to accept submissions until the position is filled.