Event Services Coordinator, Indiana Memorial Union

Indiana University; Bloomington (IN); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Paid holidays

Tuition subsidy

Job summary

Indiana Memorial Union (IMU) is seeking a Meeting Services staff member to manage event reservations, confirmations, invoicing, and reporting. The role supports coordination of design, layout, and logistics for seminars, conferences, and student/alumni events, working with vendors and campus partners to meet budgets and standards.

The ideal candidate will have a high school diploma, strong written and verbal communication, professionalism, and solid time management.

Qualifications

• High school diploma or equivalent.
• Proficient written and verbal communication.
• Ability to handle equipment and move objects up to 25 pounds.

Responsibilities

• Serve as initial contact for event bookings and inquiries.
• Create reservations, confirm events, generate invoices and reports.
• Coordinate event design, layout, logistics for seminars, workshops, board meetings, conferences.
• Liaise with vendors and departments to ensure plans meet budget and policies.
• Assist in setup of meeting spaces and support event publicity.
• Handle guest inquiries via calls and emails and maintain records.

Skills

Communication

Professionalism

Time management

Quality focus

Education

High school diploma

Job description

INDIANA MEMORIAL UNION (BA-IMAU-IUBLA)

The Office of Student Life is focused on building a strong foundation to ensure every student's IU experience is positive, safe, healthy, and meaningful. The Office of Student Life and its 36 departments aim to help students navigate their time at IU, providing the tools they need to be successful in school and after graduation. Students are our priority, and their health, safety, and overall well-being are our core mission.

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

Department Specific Responsibilities

• First point of contact for the Meeting, Catering, Director's Office complex.
• Responsible for creating reservations, confirming and detailing events, invoicing, creating reports and other support documents.
• Coordinates basic design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated 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 records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.

General Responsibilities

• Coordinates basic design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated 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 records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.

EDUCATION

Required

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

WORK EXPERIENCE

Preferred

• Some prior experience in related field

SKILLS

Required

• 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

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Indiana University Bloomington

This is an in person position

$18.17 per hour

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

For full-time staff employees, Indiana University offers a wide array 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, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Career Level: Foundational

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here.

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

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