Job Description

University of Utah Job Description

Job Summary

Plans, implements and coordinates various details associated with meetings, seminars, conferences, educational training, social events, and other related activities. May be involved in location, food, transportation, and presentation arrangements

Qualifications

1 year administrative/business experience or experience working with and organizing events, social schedules, conferences, etc., or equivalency (one year of education can be substituted for two years of related work experience); demonstrated human relations and communication skills; and a commitment to provide excellent customer service required. 45 wpm typing may be required in some departments.

Accounting/bookkeeping experience preferred.

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

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It 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.

Essential Functions

1. Plans, coordinates and follows-through with details for special events including social activities, conferences, educational seminars, receptions, etc.
2. Maintains a financial accounting and cost analysis report for each individual event. May monitor financial records for donations and grants.
3. Manages events on-site and provides assistance to attendees and faculty members.
4. Assists supervisors in evaluating program effectiveness and making adjustments for future events.
5. Responds to questions and phone calls from event participants, faculty members, etc. Makes travel arrangements for visitors.
6. Maintains files, records and a computer database on event details and participants.
7. Makes physical arrangements such as scheduling, catering, creating advertising materials, transportation, ordering event supplies and equipment, compiling course materials, etc.
8. May participate in the preparation of accreditation reports and reviews.
9. May oversee the activities of clerical support staff as they relate to specific events.
10. May manage office supplies and equipment and act as a liaison with vendors.

Problem Solving

The incumbent may train and assign work to clerical support staff and make hire recommendations. He/she has authority to follow through independently with most details for the events, however, the conceptualization for most events are approached as a team with final decision authority reserved for the supervisor or faculty member. The Coordinator may research options and discuss these with other staff and faculty members. His/her input is important in program development and evaluating needs assessment and event effectiveness.

This position may monitor a small budget designated for events and train and give work assignments to 2-6 clerical support staff.

Challenges encountered by the incumbent include taking responsibility for the orderly flow of events from registration through the evaluation process; ensuring the effective adherence to University policies and procedures as well as educational program regulations; and maintaining accurate and complete information and resources for participants and the department.

Comments

Work Environment and Level of Frequency that may be required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.