Venue Coordinator

Job Summary

The Venue Coordinator position is a 12 month, full-time, professional staff position within Housing & Residential Education and the Student Affairs Division at the University of Utah.

This position provides oversight and direction to space usage in the Peterson Heritage Center (PHC ), the Hive Pizzeria, the Donna Garff Marriott Honors Residential Scholars Community (MHC ), Lassonde Studios, and Kahlert Village (KV). The Venue Coordinator will oversee the reservation and set-up for all events in HRE reservable spaces. In addition, they will supervise set-up assistants in multiple locations. The Venue Coordinator will work with students, staff, university departments, and community organizations for space usage. The Venue Coordinator reports directly to the Associate Director for Resident Services.

Responsibilities

Venue Management

The Venue Coordinator is responsible for developing and maintaining a comprehensive reservation and set-up process for the Peterson Heritage Center and Kahlert Village, as well as a reservation process Lassonde Studios and the Marriott Honors Community. This includes understanding the flow of the buildings throughout the day as well as seasonally to enhance the connective elements.

1. Assists with incoming Space Rental requests, providing timely and accurate information. Also includes prospect tours of rental spaces and careful documentation of prospect conversations so as to avoid communication gaps, misunderstandings and unmet expectations. Book venues in accordance with approved fee rates for various hall rentals including equipment and labor usage.

2. Coordinate long term venue planning with campus partners to ensure their programming goals are achieved.

3. Provides logistical support for all events as assigned, utilizing software and standard templates to communicate all event aspects across entire stakeholder community.

4. Coordinates scheduling of all event set-ups and tear-downs with student support staff. This includes requirements for chairs, staging, audio visual, etc.

5. Supervises events, end-to-end, ensuring all procedures are being followed correctly and all guidelines relating to the university are observed and space is returned to pre-event condition.

6. Calculate budgets and adjust as necessary to ensure maximum profitability in connection with the building's operations.

7. Coordinate food & beverage services and plan parking logistics with assigned department personnel.

8. Provide exemplary customer service by working with the clients/guests, internal or external, on day-of event to ensure all clients' requests and expectations are met.

9. Follow-up with client to obtain feedback and to discuss re-booking opportunities.

10. Coordinate event billing transactions with the Finance and Accounting team.

11. Develop plans for equipment inventory and replacement/repair, changes to services offered, and long term space utilization. Regularly assess the condition of buildings and help ensure regular maintenance and upkeep of the building.

12. Work closely with the Coordinator of Marketing and Assessment to effectively market available event spaces.

Supervision

This position would have direct supervision of a team of student Set-Up Assistants.

1. Develop work standards and practices for staff. Responsible for overseeing high quality recruitment, hiring, evaluation, and training of all staff, and for contributions to their personal and work-related development.

2. Implement policies and practices for space usage that showcase service delivery.

a. Gather and analyze data with regards to the policies, implementation of procedures, and follow through.

b. Utilize best practices and procedures.

3. Create a smooth transition of services and staffing during academic year breaks, with emphasis on serving Conference Services guests during the summer.

4. Hold 1-1 meetings with Set-up Assistants to provide guidance and direction.

5. Ensure customer satisfaction by analyzing customer complaints, concerns and suggestions. Provide appropriate follow through to ensure quality customer service. Implement and administer new and existing department programs and services to internal and external customers. Evaluate program effectiveness.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.Work Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

Minimum Qualifications

Required Qualifications:

Associate degree in a business-related field or equivalency; two years full-time customer service; supervisory experience or equivalency; and demonstrated effective human relations and communication skills required.

Bachelor's degree in a business related field and cash handling experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferred Qualifications:

1. Bachelor's Degree or equivalency.

2. Previous work in space management and scheduling.

3. Proficient user of event scheduling software.

4. Knowledge of and experience within Campus Housing, Student Affairs, and/or building operations.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

1. Bachelor's Degree or equivalency.2. Previous work in space management and scheduling.3. Proficient user of event scheduling software.4. Knowledge of and experience within Campus Housing, Student Affairs, and/or building operations.

Special Instructions

Requisition Number: PRN41582B

Full Time or Part Time? Full Time

Work Schedule Summary: Work schedule is typically days with occasional flexible evenings and weekends depending on events or meetings happening in venue spaces.

Department: 00307 - Housing & Residential Educ

Location: Campus

Pay Rate Range: $22.60

Close Date: 7/8/2025

Open Until Filled:

To apply, visit https://apptrkr.com/6135617

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