Event Services Coordinator, Indiana Memorial Union

Indiana University Bloomington; Bloomington (IN); On-site; USD 21,000 - 29,000; Full time

Job summary

Indiana Memorial Union (IMU) Meeting Services at Indiana University Bloomington is hiring for an in-person role responsible for handling event reservations, coordinating logistics, invoicing, and reporting. You will work across seminars, conferences, and student/alumni events with close collaboration to vendors and campus departments.

The position emphasizes strong communication, organization, and attention to budget and policy details.

Qualifications

• High school diploma or equivalent (such as HSED or GED).
• Some prior experience in related field.
• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.

Responsibilities

• First point of contact for the Meeting, Catering, Director's Office complex and responsible for creating reservations, confirming events, invoicing, and generating reports.
• Coordinates basic design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Liaises with vendors, partner organizations, departments, and facilities to ensure plans adhere to budget, specifications, policies, and standard procedures.
• Answers guest and customer calls and emails and provides information related to event services.
• Maintains files, documents, calendars, and event-related correspondence; assists in setup and may delegate setup tasks to Set-Up Coordinator(s).
• May interface with media and marketing representatives regarding calendar of events and publicity.

Skills

Communication skills

Professionalism

Time management

Quality assurance

Education

High School Diploma

Job description

Department

INDIANA MEMORIAL UNION (BA-IMAU-IUBLA)

Department Information

The Office of Student Life is focused on building a strongfoundation to ensure every student's IU experience is positive,safe, healthy, and meaningful. The Office of Student Life and its36 departments aim to help students navigate their time at IU,providing the tools they need to be successful in school and aftergraduation. Students are our priority, and their health, safety,and overall well-being are our core mission.

Job Summary

The Indiana Memorial Union (IMU) has been the heart of the IndianaUniversity Bloomington campus for more than 100 years. Each year,thousands of students, faculty, staff, alumni, and guests enjoy themany amenities and opportunities the IMU has to offer. The IndianaMemorial Union (IMU) Meeting Services staff is responsible forhandling all functions related to events and meetings within theIMU, making sure no detail is overlooked. With nearly 100 years ofspecial event experience, about 50,000 square feet of meetingspace, and almost 30 venue spaces to choose from, the IMU hostsover 12,000 events each year.

Department Specific Responsibilities

• First point of contact for the Meeting, Catering, Director'sOffice complex.
• Responsible for creating reservations, confirming and detailingevents, invoicing, creating reports and other supportdocuments.
• Coordinates basic design, layout, and logistics of eventsincluding seminars, workshops, board meetings, conferences, studentand alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations,departments, and/or facilities and ensures event plans adhere tostipulated budget, specifications, policies, and standardprocedures.
• Answers guest and customer calls and emails and providesinformation related to event services.
• Maintains files, documents, calendars, and event-relatedcorrespondence records. Maintains mailing lists and may help withprinting and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; maydelegate setup tasks to Set-Up Coordinator(s) depending on eventsize/scope.
• May interface with media and/or marketing and communicationsrepresentatives regarding calendar of events and eventpublicity.

General Responsibilities

• Coordinates basic design, layout, and logistics of eventsincluding seminars, workshops, board meetings, conferences, studentand alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations,departments, and/or facilities and ensures event plans adhere tostipulated budget, specifications, policies, and standardprocedures.
• Answers guest and customer calls and emails and providesinformation related to event services.
• Maintains files, documents, calendars, and event-relatedcorrespondence records. Maintains mailing lists and may help withprinting and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; maydelegate setup tasks to Set-Up Coordinator(s) depending on eventsize/scope.
• May interface with media and/or marketing and communicationsrepresentatives regarding calendar of events and eventpublicity.

Qualifications

EDUCATION

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

• Some prior experience in related field

SKILLS

• Proficient written and verbal communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality

Working Conditions / Demands

This role regularly requires the ability to effectivelycommunicate. This role frequently requires the ability to handleequipment. This role frequently requires the ability to remainstationary and ascend/descend ladders/stairs. This role requiresthe ability to move objects weighing up to 25 pounds. The rolerequires the ability to detect items in close proximity as well asfar away; discern between colors; detect objects in peripheralspace of self; discern items in detail; and to have good depthperception. The person in this role must be able to perform theessential functions with or without an accommodation.

Work Location

Indiana University Bloomington

This is an in person position

Advertised Salary

$18.17 per hour

Work Hours

Standard hours are Monday - Friday, 8:00am - 5:00pm.

Benefits Overview

For full-time staff employees, Indiana University offers a widearray of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteerevents
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IUBenefit Programs Brochure.

Job Classification

Career Level: Foundational

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

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Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider ofADA services and prohibits discrimination in hiring.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policystatements, crime and fire statistics for all Indiana Universitycampuses, is available online. You may also request aphysical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

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