Events Coordinator

Arizona State University; Union (AL); On-site; USD 50,000 - 52,000; Full time

Job summary

Arizona State University’s Memorial Union seeks an Outreach Analyst 4 to coordinate events, meetings, conferences, and services across campuses, ensuring smooth operations and excellent customer service for faculty, staff, students, alumni and partners.

The role requires a bachelor’s degree and seven years of related experience, or an equivalent combination, with strong skills in scheduling, contract management, safety, and cross‑department collaboration.

Qualifications

• Bachelor's degree and seven years of experience or equivalent.
• Experience coordinating events and meetings across multiple campuses.
• Knowledge of permits, safety requirements, and contract terms.
• Strong customer service and communication skills.

Responsibilities

• Books and schedules facilities for campus and external groups; prepares contracts and terms.
• Coordinates with clients to determine technical and/or special requirements for events.
• Oversees daily event activity and enforces policies to ensure smooth operations.
• Resolves procedural problems and answers questions for departments and staff.
• Serves as liaison to faculty, staff, students, alumni and external partners.
• Prepares written reports on services, usage and facility operations.
• Collaborates with management to implement safety policies for events.
• Works across departments to achieve event objectives.

Skills

Scheduling

Operations

Conference planning

Public relations

Education

Bachelor's degree + 7 years experience or equivalent

Tools

Mazevo

Event diagramming software

Job description

Job Profile:

Outreach Analyst 4

Job Family:

Outreach Programs

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and seven (7) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

Pay Rate: $50,000 - $52,000 salary; DOE

Schedules and coordinates various types of meetings, special events, conferences and services for numerous campuses and/or community organizations. Arranges all aspects of events such as room reservations, mall reservations, technical arrangements, staffing, and other various services and logistics for the Memorial Union and Student Pavilion. Responsible for policy and procedure formulation and implementation of Event and Meeting Services management.

This position collaborates with the ASU Police Department, ASU Fire Marshal’s office, and Facilities to coordinate permits and safety of events. Works with non-university organizations that wish to promote, sell and/or solicit on the mall.

Essential Duties:

• Books and schedules multiple facilities and services for use by campus and outside organizations; prepares contract, determining fees and terms of contract.

• Coordinates with clients to determine technical and/or other special requirements needed for event; determines resources available such as equipment or labor and compares with event requirements.

• Oversees and monitor daily outdoor Mall program activity to establish rapport, provide customer service, and enforce policies.

• Serves as a primary reference source to assist departments and employees in resolving discrepancies or procedural problems utilizing knowledge of Event and Meeting Services area; responds to technical administrative questions ensuring necessary follow-up is performed.

• Provides assistance and information to faculty, staff, students, and outside organizations regarding facility use, services and capabilities; maintains contact with patrons or clients via face-to-face interaction, Zoom, video-call, telephone, email or written correspondence. Serves as venue representative by responding to clients’ questions or complaints.

• Collaborate with management to analyze risk and develop, prepare, and implement safety and security policies and procedures for all events.

• Work collaboratively across various departments within the University and with populations and groups to achieve objectives

• Provide customer services and act as a liaison to faculty, staff, students, alumni and the public.

• Prepares written reports and materials on services, usage and facility operations.

• Maintains a working knowledge of the hospitality industry, new developments and trends, and where applicable, make recommendations to keep our program competitive and current.

• Participates in weekly meetings with Operations and Catering Staff to ensure set-up requests and meeting conference needs.

• Supports Operational staff with event and building operations when needed.

• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts

• Represents university in public relations/liaison capacity on matters relating to events and at department meetings. Acts as resource to students and staff on event planning process for the University.

• Maintains effective computer support for our software program by working with vendors and University Technology Office staff.

• Coordinates departmental banner frame reservations including promotion, reservations, physical intake and deployment, and recycling of banners.

• Helps promote Spirit, Pride, and Tradition among colleagues and students by implementing and participating in programs that promote these values.

• Performs functions related to specific facility assigned such as tracking event attendance, development of website, brochures, or other promotional materials and collateral.

• Includes some evenings and weekends, and rotational on-call support of operations.

• Other duties and responsibilities as assigned.

Knowledge, Skills and Abilities:

Knowledge in scheduling, operations, and conference planning. Knowledge of supervisory practices and principles. Knowledge of technical requirements for various events. Skill in public relations and handling complaints. Skill in organization required coordinating several events simultaneously. Skill in effective communication, both verbal and written.

Desired Qualifications:

• Experience utilizing event scheduling software-Mazevo

• Experience utilizing event diagramming software

• Professionally represent department/program

Working Environment:

• Work in an office setting and use office equipment

• Sit or stand for prolonged periods of time

Department Statement:

The Memorial Union, or MU as it is familiarly called, serves as the campus community center for students, faculty, staff and guests of Arizona State University. The four-level building features a variety of programs, services and opportunities for student involvement. The MU also serves as the central meeting and conference center for registered student organizations, campus departments and at various times of the year, for organizations and community businesses. Since opening its doors in 1956, the MU has undergone several renovation projects as well as several additions to original structure, most recently in 2008. Today the building totals about 253,000 square feet which serves a growing student body.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASUCompensation Estimator

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.