Coordinator, Memorial Union Scheduling and Event Services

University of Rhode Island; Kingston (RI); On-site; USD 60,000 - 67,000; Full time

Job summary

The University of Rhode Island is seeking a Coordinator for Memorial Union Scheduling and Event Services to manage event space, scheduling policies, and customer service for students, staff, and community partners at the Kingston campus.

You will lead the MU scheduling technology, liaise with campus partners, and ensure timely communication, budgeting, and contract terms to support successful events across URI's Memorial Union.

Responsibilities

• Coordinate Memorial Union space and reservation scheduling to assist students, staff, and community members.
• Lead in selecting and managing MU scheduling software and train users.
• Communicate with campus partners to address concerns and needs.
• Process scheduling requests and provide alternative space when unavailable.
• Arrange all event services including registration, staffing, AV, catering, and contracts.
• Create reports and monitor building use data to improve engagement.

Job description

Coordinator, Memorial Union Scheduling and EventServices

Posting Number: SF02197

Position Type: Professional Staff

Union: PSA/NEA - Professional Staff Assoc

Pay Grade Level: Grade Level - 10

Pay Grade Range: Hiring Salary Range: $60,000 -$66,500

Department: Scheduling & Information Ctr

Campus Location: Kingston

Job Description Summary:

About URI: The University of Rhode Island enrollsapproximately 17,000 students across its graduate and undergraduateprograms and is the State's flagship public research university, aswell as the land grant and sea grant university, for the state ofRhode Island. The main campus is located in the historic village ofKingston, and the Bay Campus is located in Narragansett. Bothcampuses are near major beaches in a beautiful coastal community.URI is just 30 minutes from Providence, RI and within easy reach ofNewport, Boston, and New York City.

POSITION SUMMARY:

Coordinate Memorial Union event scheduling and logistical supportthrough effective collaboration among departments within theMemorial Union (Operations, Housekeeping, Building Services, etc.),with on-campus and off-campus stakeholders, and with students.Foster enhanced community engagement through coordination ofuniversity services and technology in regards to events,information and scheduling while maintaining excellent customerservice.

Duties and Responsibilities:

KEY DUTIES AND RESPONSIBILITIES:

Manage a functional Memorial Union space and reservation scheduling operation to assist students, staff and community members insecuring event space. Develop and disseminate appropriate policies,building hours, guidelines and calendars to successfully administerthe scheduling process annually.

Serve as the lead in selecting and managing access to the MemorialUnion's scheduling technology software and in managing, supervisingand training users in partnership with MU's IT lead.

Coordinate regular communication with campus partners and users toaddress concerns and needs.

Process and prioritize all scheduling requests to determine urgencyand need; determine an appropriate response based on spaceavailability and all existing policies and procedures. Provide analternative location to clients should a space be unavailable orunsuitable for requested use.

Secure and collaborate with campus partners to deliver: All eventsscheduled through the Memorial Union Scheduling Office and relatedrequested services including event registration, staffing, roomcapacity, technical equipment, catering, special set ups, extensionof the building's hours, and contract terms.

Coordinate with Information Service Technicians and Memorial UnionOperations, Student Involvement and Building Services regardingevent security and safety needs.

Partner with university stakeholders to submit student requests foracademic space in alignment with university protocols and eventpolicies. Process non- Memorial Union specific requests and provideinstructions and policies for use. Alert affiliated campusdepartments of special use scenarios.

Provide support for University and departmental programs incollaboration with key stakeholders (university departments andstaff, student employees, external clients and vendors, and studentorganizations). Screen users and vendors to assure all products andservices are appropriate for URI and the Memorial Union and assistthose who need to secure a valid business license via MemorialUnion accounting. Review all required payments from clients priorto events.

Meet with building users and stakeholders to educate them onbuilding policies and responsibilities related to their particularevent. Support the work of the Student Involvement and SEA (StudentEvent Advising Office) through the event approval process. Meetwith student groups to determine set up needs, ensure accuratedocumentation in the EMS system, and communicate needs to MemorialUnion staff partners.

Provide detailed reports for Memorial Union staff, including eventset up details for specific events. Review set up details and roomneeds (AV, etc.) daily to ensure alignment with requests andbuilding capabilities. Use technology to create room setup diagramsfor available spaces and coordinate setup with Custodial andBuilding Services staff.

Maintain correct information and uphold deadlines related toscheduling and building use policies and procedures, incollaboration with the Director of the Memorial Union and AssistantDirector of Memorial Union Operations. Ensure effectivecommunication with stakeholders (including training and variouscommunication strategies such as the Memorial Union website) on aregular basis.

Regularly assess the scheduling and event services of the MemorialUnion to ensure client needs are met. Develop an assessmentstrategy to capture clients needs, satisfaction and building usedata to support enhanced engagement. Consult, order, and obtainestimates on equipment for more complex events and act as liaisonwith 3rd party vendors for special equipment not providedin-house.

Supervise the operation of the Memorial Union Scheduling Office andits staff ensuring timely and professional dissemination ofinformation for events and programs, as well as exceptionalcustomer service, through coordination of universityservices.

Train, supervise and evaluate the Information Services Techniciansand any area student employees.

Create reports by analyzing building use data; conduct year-to-yearand event-to-event comparative analysis reports of Memorial Unionevents to enhance service and engagement.

OTHER DUTIES AND RESPONSIBILITIES:

Participate as an active member of university committees.

Perform additional duties as necessary.

LICENSES, TOOLS AND EQUIPMENT:

Personal computers, printers, computer and calendaring/schedulingsoftware (Google and Microsoft office suites).

Posting Date: 08/27/2026