Careers

Reports To: Director of Facilities Management

The primary role of the Event Planner/Manager is to oversee the planning and scheduling of different types of internal and external events – meetings, seminars, hospitality and community relations.  A key function will be coordinating Facilities Management resources as needed to effectively, efficiently and accurately. 

GENERAL RESPONSIBILITIES: 

Planner/Scheduler Duties

• Act as main point of contact with internal and external groups to ensure their event expectations are met and or exceeded.
• Work within scheduling software as well as through UG2’s system for scheduling and executive of events.
• Manage all aspects of event execution for each team and supply on-site support for events.
• Proactively work with all facilities groups.
• Ensure marketing materials, signage, setups and displays at all events.
• Comply with facilities requirements for consistency, marketing and branding.
• Maintain any applicable budgets for events.
• Work with providers and vendors on details regarding logistics and execution, transportation details, audio visual equipment, set-ups, temperature requirements and code compliance.
• As needed, review and negotiate contracts to receive the best possible rates.
• Set up procedures for communication among all parties regarding planning, promoting, logistics and production and all other products or services required for each event supported.
• Review the event’s success and prepare follow up reports for the event.
• Other planner/scheduler duties as assigned.

Administrative Duties

• Support management team with scheduling meetings, attending meetings, drafting meeting minutes, and other administrative duties.
• Manage work orders through facility and shared mailboxes.
• Manage employee office moves and office preparation for new employees including communication to employee’s home department, Information Technology Services (ITS), and any other department.
• Assist with administration of security/ID badge access.
• Draft procedures and other operational documents as requested and manage Facilities Management electronic files in consideration of retention schedules and managing data to support management and operations.
• Draft/edit request for proposals (RFP) and serve as administrator throughout RFP processes.
• Serve as a liaison between management staff and line staff to support the team effort of UG2 to meet the needs of the facility campus.
• Serve as a liaison between UG2, facility, and vendors.
• Other administrative duties as assigned.

QUALIFICATIONS

It is essential that this position be staffed by personnel with strong human relations skills. This position is a key member of a cross functional team that supports the improvement of facility reliability and the move from reactive to proactive maintenance work.

• Good organization skills
• Knowledge and experience using cloud based solutions for event planning
• Computer and internet savvy including the Microsoft Office Suite with advanced Outlook and Word skills
• Proven experience and ability to working in a leadership role
• Possess a strong record of continuous improvement and attention to detail
• Strong oral and written communications skills
• Demonstrates ability for independent decision-making
• Must be flexible and responsive to the needs of the business
• Must have the ability to overcome obstacles and have the organizational skills necessary to complete assignments in a timely manner
• Demonstrated ability to be proactive in problem solving and to lead the resolution of equipment problems
• Provide consistent quality customer service
• Written and verbal communication skills to provide quality customer service
• Ability to learn and adapt to technological advances
• Commitment to diversity and inclusivity

EDUCATION

• Associates degree preferred
• 3-5 years’ experience in higher education or operations

HOURS

• Hours will be based upon schedule of events and meetings to review and meet requirements