Event Space Coordinator, MAG

University of Rochester; San Ramon (CA); On-site; USD 28,000 - 39,000; Part time

Job summary

The University of Rochester is seeking an events professional to manage MAG events, including Clothesline Festival, by coordinating spaces, vendors and clients. You will oversee the events office and supervise staff to ensure timely execution and budget adherence.

Role requires strong communication, organizational skills and the ability to work flexible hours, including nights and weekends, to support MAG’s flagship fundraising events.

Qualifications

• Bachelor’s degree and 1 year of administrative experience required.
• Or equivalent combination of education and experience.
• Event planning, hospitality or project management experience preferred.

Responsibilities

• Manages the events office activities, including staff oversight and scheduling.
• Coordinates the Clothesline festival and other events to maximize revenue.
• Prepares contracts and processes payments and deposits for events and vendors.
• Maintains calendars, room diagrams and EMS entries for each event.
• Communicates logistics with clients, caterers and venues throughout planning and execution.
• Oversees staff during events to ensure safety and smooth operation.

Skills

Event planning

Hospitality

Project management

Communication skills

Teamwork

Education

Bachelor’s degree + 1 year administrative experience

Equival ent combination of education and experience

Tools

EMS

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

500 University Ave, Rochester, New York, United States of America, 14607

Opening:

Worker Subtype:

Regular

Time Type:

Time as Reported / Per Diem

Scheduled Weekly Hours:

As Scheduled

Department:

700804 MAG-Events

Work Shift:

UR - Day (United States of America)

Range:

UR URG 105 H

Compensation Range:

$20.34 - $28.51

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Contributes to the successful execution of various types of events and gatherings at Memorial Art Gallery (MAG). Provides sales and customer service support for our internal and external clients. Develops professional relationships and maintains contact with clients and vendors from planning stage to execution. Performs routine and non-routine duties requiring strong project management, administrative and interpersonal skills. Collaborates in all aspects of the annual Clothesline Festival, MAG’s largest fund-raising event.

ESSENTIAL FUNCTIONS

• Manages the activities of the events office, including but not limited to, staff oversight, coordination of M&T Bank Clothesline festival, monitoring and tracking of events finances, and other tasks as assigned by supervisor. Manages scheduling of internal and external events in all parts of the Gallery complex. Checks calendar for availability. Receives requests by various avenues, such as telephone, e-mail, in-house request forms and walk-in customers, and books spaces as available to maximize revenue while also considering MAG programmatic space needs. Prepares and processes contracts from Event Management System (EMS) to confirm event booking. Enters all resources into EMS per event, including facilities, security, docents, room rentals, any outside vendors, furniture, catering, attendance counts, deliveries, event types, comments, etc. Authorizes deposits and final payments and invoices with authority to sign off on financial documents. Reviews weekly events to anticipate and determine rental needs based on available in-house supply. Compiles, edits and checks for accuracy in all created room diagrams per event and distributes to facilities and catering. Updates facilities room set-up book weekly, along with weekly FAMIS work order. Creates Event Spec Sheets, detailing all aspects of large-scale/VIP events and distributes to MAG staff, caterer, and client (when appropriate). Assists caterers by providing information pertinent to events, including room diagrams and notes from clients and constant communication and coordination with caterer. Follows-up with clients and processes thank you letters and evaluation forms. Communicates arrangements of docent-led exhibit tours to the position charged with oversight of Volunteers to further the public’s knowledge of the collection. Meets with store staff to identify groups likely to affect store sales. Responds to clients’ requests throughout event planning process, as well as any on-site requests during events he/she is covering.
• Procures and establishes new business for the gallery. Works with corporate and private membership managers to provide leads. Works with high level donors, Provost Office, U of R President, and Advancement staff on high level events, as well as county legislators, high level corporate representatives, and community partners. Provides potential clients with written materials to encourage booking. Interacts prospective clients to sell rental space. Boosts sales with additional equipment rental such as A/V, gallery time etc.
• Prepares overtime schedule for facilities crew and security staff. Processes monthly sign-up sheet from EMS for facilities crew, air handler, security, gallery access, and other operational schedules. Processes monthly security rosters from EMS and processes security request forms for any additional monthly security needs. Oversees all scheduled staff during events, including security, facilities, docents, and catering staff. Makes managerial decisions as needed and maintains thorough knowledge of and enforces gallery policies to ensure the safety of artwork and gallery property during events. Ensures crowd control with respect to fire safety. Oversees facilities staff to ensure room set-ups are completed as requested by clients, including tables, chairs, A/V equipment, cleanliness etc.
• Processes necessary documents and performs necessary duties in support of events office event sales. Maintains Events Office forms and informational packets. Distributes calendars. Reconciles calendar with event files in drawer. Creates event signage and posts. Prepares and signs documentation including letters to clients and contracts.
• Processes necessary documents and performs necessary duties to assist with the planning and coordinating of the Clothesline Festival. Contracts all service providers needed for festival, including golf cart rental, porta-johns, medical services, maintaining permits, etc. Assists with grounds layout and marking. Answers calls and provides information to artists during application process. Processes deposits and refunds and requests for payments for festival expenditures.
• Responsible for events email inboxes. Conducts Staff Events Office meeting to review upcoming week of events. Updates calendar with any changes. Attends monthly staff meetings and other meetings as required. Serves on committees as required, including Clothesline committee. Provides input and makes recommendations on budgetary items. Manages multiple priorities with initiative and in a timely manner, often under strict deadlines. Maintains confidentiality.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree and 1 year of administrative experience required
• Or equivalent combination of education and experience
• Event planning, hospitality or project management experience preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to work hours on nights, weekends, holidays, and special events required
• Excellent written and verbal communication skills and ability to manage competing demands preferred
• Effective organizational skills, attention to detail, collaborator and problem solver preferred
• Committed to providing excellent customer service preferred
• Demonstrated ability to work as a member of a team preferred
• Self-motivated, proactive and ability to anticipate needs preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status,or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.