5620 Event and Meeting Services Coordinator-PSU

POSITION IDENTIFICATION

TITLE Event and Meeting Services Coordinator

CLASSIFICATION NUMBER 5620

GRADE 12

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Assistant Director Plaster Student Union-Event and Meeting Services

MAJOR ADMINISTRATOR Associate Director of Plaster Student Union-Director of Student Engagement

GENERAL FUNCTION

The Event and Meeting Services Coordinator, Plaster Student Union performs complex clerical work, complying with specific instructions. The Event and Meeting Services Coordinator, Plaster Student Union receives and processes facility and facility equipment requests, discusses event requirements with clients, uses specialized software to reserve space and equipment, and communicates event detail information to various PSU and campus departments.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: High school diploma or the equivalent is required.

Experience: Three years successful experience in general office work is required.

Skills: Computer proficiency and an understanding of public relations and customer service practices and principles are required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides customer service by receiving requests for use of the facility, obtaining additional information from clients as needed, assisting clients to find alternative space, dates, or types of facilities when the client’s initial request is not available, coordinating with other university departments and contractors, especially catering and PSU operations staff, to provide information and services to clients, and processing requests using specialized software to enter events and event details and to provide reports as needed.

2. Provides basic event planning information to clients by explaining PSU and University policies and procedures clearly and offering information about additional resources available for event planners.

3. Updates the reservation software regularly with current parameter information such as building hours, holidays, capacity changes, new facilities, new client date, etc.

4. Provides guidance and oversight to general office front desk operations and student office workers and provides guidance to house and AV/Tech Crews and Custodial Crews regarding client set-up and equipment needs.

5. Contributes to the overall successful operations of the Student Union by completing special projects and performing all duties as assigned by the Assistant Director, Plaster Student Union-Event and Meeting Services.

SUPERVISION

The Event and Meeting Services Coordinator, Plaster Student Union is supervised by the Assistant Director, Plaster Student Union-Event and Meeting Services.

OFFICE OF HUMAN RESOURCES

REVISED JUNE 2012

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 4 - 500 Points: A combination of education and experience equivalent to a Level 4 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 2 - 130 Points: Skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of office or other work procedures, and the ability to work independently are required.

Factor 3: Responsibility for the Work of Others

Level 1 - 0 Points: No responsibility for the work of others.

Factor 4: Guidelines

Level 2 - 130 Points: The work generally involves sequential steps and methods explained by the supervisor and/or described by specific guidelines such as standard operating procedures, handbooks, and/or reference manuals exist. Tasks are relatively clear-cut and involve related steps, processes, and methods. The employee may be required to recognize differences in a variety of situations, but those differences are normally clear and require the selection of standard processes to resolve. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. Situations to which the existing guidelines cannot be applied or proposed deviations from the guidelines are referred to a supervisor.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.