St. Mary's University
Event, Conference & Venue Operations Assistant
25 days ago
San Antonio
Job Description The Operations Assistant is responsible for the coordination, set-up and breakdown of all scheduled events and reservations within the University Center. This position cooperatively coordinates hospitality and services for internal office/departments, external clients, student groups, and vendors. ESSENTIAL DUTIES AND RESPONSIBILITIES: • Arranges venues based on reservation scheduling software, diagrams, and notes. Handles setup and breakdown to include: tables, chairs, furniture, barricades, tenting, signage, décor, audiovisual equipment, pipe and drape, and platforms/stages as specified by reservations and client feedback at the event., • Maintains storage rooms and equipment. Inventories, cleans, stores, and secures in an organized manner all tables, chairs, and audio-visual equipment, platforms/stages and other equipment used for event functions., • Checks temperature, lighting (Up lights, dimmer packs, market lighting, etc.), A/V (i.e. projectors, screens, speakers, wireless microphones, etc.) are prepped and in working order. Ensures that guest is instructed on the operation of each and who to contact for any issues., • Attends operational and client meetings to communicate event details and offer direct event support, promptly addressing client needs., • Conducts routine inspections of the University Center - both indoor and outdoor areas - to identify and report damages or issues for timely resolution., • Inspects and inventories equipment for cleanliness and proper working order, organize storage of tables, chairs, audiovisual equipment, platforms/stages, pipe and drape, décor, and event materials in an orderly manner., • Ensures ideal room temperature conditions, lighting, and operational audiovisual equipment for each hosted event. Briefs clients and guests on equipment usage and point of contact for troubleshooting., • Assists with maintaining a clean facility, including sweeping, vacuuming, trash removal, bathroom upkeep, and coordination of maintenance requests., • Collaborates with staff to foster positive guest experiences and offer direct event support, promptly addressing client needs., • Supports the training and oversight of student staff under the guidance of the Assistant Director., • Learns, utilizes, and maintains proficiency in the Event Management Software (EMS) and other scheduling or event management software as needed; demonstrates the ability to adapt quickly to future software solutions implemented by the University., • Maintains professional interactions with diverse university departments & groups and external clients. Remains professional and composed under pressure in fast-paced environments., • Maintains regular attendance, is consistently on time, and observes prescribed work, break and meal periods in compliance with standards., • Performs additional duties as assigned. QUALIFICATIONS • High School Diploma/GED required., • Minimum of one (1) year experience in event set-up, event management, warehouse operations, or a related field preferred., • Experience using an Event Management System (EMS) or similar experience a plus. Familiarity with various types of workable setups A/V (i.e. projectors, screens, speakers, wireless microphones, etc.) for each meeting room or ability to quickly learn., • Must be able to work a flexible schedule to work during evenings, weekends, and holidays to maintain building operations., • Must clear and maintain a favorable background investigation and clearance., • Must maintain a valid driver's license, motor vehicle liability insurance and personal injury insurance, and complete the University Van Driver Training within 90 days of employment date., • Must be able to work a flexible schedule (evenings, weekends, holidays, etc.), • Must have the ability to demonstrate intermediate proficiency in MS Office & Office 365 (Word, Excel, Outlook, and PowerPoint), Teams, Zoom, or similar online/virtual meeting platforms., • Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university., • Demonstrated familiarity with diverse event configurations and audiovisual systems (e.g., computers, projectors, screens, speakers, wireless microphones), or the ability to swiftly acquire this knowledge., • Demonstrate ability to troubleshoot, capable of addressing unique situations/requests with clear and effective verbal and written communication., • Must have high ethical standards and a sense of professional discretion; exemplifies professionalism while remaining composed under pressure in fast-paced environments., • Demonstrate ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem-solving and interpersonal skills; work well independently and as part of a team., • Demonstrated ability to appropriately engage with diverse clients, venue guests, employees, and students., • Bilingual Preferred (English/Spanish with the ability to understand and to make oneself understood to Spanish speaking individuals). PHYSICAL DEMANDS • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day-to-day business., • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office and event equipment; and required to move, lift, carry, push, pull, and place objects weighing less than or equal to 40 pounds without assistance and objects weighing in excess of 40 pounds with assistance., • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner., • Ability to actively engage in events for extended periods of time; ability to be ready to act on event needs with limited notice., • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus., • Frequently operates a computer and other office productivity machinery., • Strong reading and writing skills are regularly employed for event orders, instructions, and email communication., • Frequent application of basic mathematics ensures accurate arrangements of event setups, and more. St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. Job Posted by ApplicantPro
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