Internal Operations Coordinator, Conference and Event Services

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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.

Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger. Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges.

By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community.

Job summary:
This detail oriented, customer service focused position works closely with internal clients and campus resource departments to ensure the Conference and Events department delivers top quality events and services. This position is responsible for creating and fostering an efficient, productive, and consistent working relationship among all university departments to ensure operational excellence. To ensure successful execution of events, regular night and weekend shifts are required.

The Internal Operations Coordinator reports to the Director of Conference & Event Services. This position is not exempt from provisions of the Fair Labor Standards Act (FLSA) and is eligible to earn overtime pay or compensatory time off for additional hours worked. This position is not eligible for visa sponsorship.

Essential duties and responsibilities:
• Work within campus scheduling system (Ad Astra) to coordinate external facility rentals on campus and facilitate clients’ needs to on campus partners (catering, AV, police, parking, set up services, facilities, housekeeping, building managers)
• Work within Ad Astra to keep reservations up to date to meet data goals for the department
• Ongoing work with campus staff and faculty to understand Ad Astra and build upon training process
• Prep and lead weekly campus partner meetings
• Work with campus partners to execute set-up and day of event requests
• Build relationships with departments and students to ensure understanding of reservation process and build relationship with CES team
• Create clear lines of communication regarding event logistics within the department and throughout campus
• Enforces rules, regulations, and policies to ensure proper utilization of the facilities in a safe environment
• Work with Director on staffing and volunteer logistics to plan commencement
• Work with Director to prep and inform campus partners for commencement needs
• Assist and oversee aspects of various divisions of department including internal summer camps, and internal events to include space blocking, final confirmations, and onsite changes
• Hire, supervise and maintain working schedules summer student staff or workers, Housing and Camps Assistants (HCAs), provide working tasks, and work with Faculty liaison to ensure proper on-boarding and record keeping of hours
• Execute day of event duties for internal events as facility manager or ensure there is staff coverage
• Execute day of external event/wedding duties as external coordinator requests coverage
• Assist with event support for periodic high profile Learning Society and five Special Program events

Major projects:
• Facility Reservation System (Ad Astra) Management
• Lead weekly department and campus partners meeting
• Commencement
• Internal Summer Camps
• HCAs (Summer Student Staff)

Non-essential duties:
Other duties and special projects may be assigned to meet department and/or university goals.

Experience, knowledge and skills required:
• Exceptionally strong communication skills (verbal, written, interpersonal, presentation) and ability to quickly establish and maintain strong rapport with a wide variety of people
• 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
• Basic data knowledge and familiarity with collecting and analyzing data
• Ability to actively listen and provide exceptional customer service
• Proven ability in taking initiative and works well under pressure
• 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, Outlook, and SharePoint preferred
• Bachelor’s Degree in Event or Hospitality Management or related field, or equivalent combination of education and experience
• 2 years’ planning experience preferred

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.

Physical requirements (with or without reasonable accommodation) require ability to:
• Remain in a stationary position, most of the time.
• Exchange accurate information with students, faculty and staff, frequently.
• Read reports, create presentations, use a computer system, most of the time
• Communicate with students, faculty and staff, most of the time.
• Write, type, and use the computer, telephone, copier, and other office equipment systems, most of the time.
• Move about inside the workspace to access resources and office equipment, and attend meetings across campus, regularly.
• Exert moderate force to move objects, occasionally.
• Think critically, concentrate on the task at hand, and respond quickly to changes in conditions, most of the time.

Work conditions:
• Must be able to work in office environment while having contact with students, faculty staff, parents, vendors on any given day.
• Work has deadlines, multiple interruptions, high volume and can be stressful.
• Regular night and weekend shifts are required.

Nothing in this job description restricts the university’s right to assign or reassign duties and responsibilities to this job at any time; this description reflects the university’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; this job description is subject to change at any time.

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.

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