Job Description

University of Utah Job Description

Job Summary

Prepares, coordinates and implements all arrangements for University of Utah special events in assigned departments.

Qualifications

Bachelor’s degree in a related field*, or equivalency (one year of education can be substituted for two years of related work experience); and demonstrated human relations and effective communication skills required. Demonstrated computer skills including proficiency with word processing and spreadsheet programs preferred.

*A related field may include one or more of the following: Business, Communications, Hotel Management/Hospitality, or Exercise/Sport Science.

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. Receives telephone and in-person requests for reservations and makes appropriate arrangements. Acts as the primary contact for the client and coordinates various services and subsequent changes.
2. Determines content and layout of marketing tools for events. Approves layout and final products. Orders all marketing tools such as brochures, business cards, price lists, posters and banners. Coordinates with printers and publishers to ensure deadlines are met.
3. Arranges for all technical services such as telephone lines, data ports and satellite hook-up needed for events.
4. Prepares checklists for cleaning and set-up of all events areas. Inspects all areas to ensure that cleaning and set-up has been completed prior to events. Oversees or coordinates the oversight of all event activities which may include catering, concessions, first aid, security, parking services, guest services, and merchandising.
5. Prepares contracts/agreements with caterers/contract personnel. Ensures that the necessary agreements have been signed before each event takes place.
6. Purchases equipment and supplies for event facilities.
7. Establishes and maintains price lists for room rentals, guest service fees, equipment rentals and technical services rentals. Creates and maintains price lists to distribute to potential patrons.
8. Develops department policies for all pricing, discounts, rentals and catering.
9. Assists department administrators in preparing annual budgets by providing data on equipment, supplies, staffing, and facilities maintenance needs for upcoming budget year. Monitors special event budgets.
10. Assists in overseeing custodial services in assigned facilities. Supervises custodial, set-up staff at events.
11. Hires, trains, provides work direction, and oversees office support staff and/or event management staff. Assigns all duties relating to event activities.
12. Coordinates the Request for Proposal (RFP) processes when updating/selecting vendor contracts. Monitors each vendor for consistency and compliance to agreements.
13. May be involved in preparing billing for scheduled events including charges for property damaged during an event.

Comments

Depending on the area of assignment, this position may be required to be on-call 7 days/week and may be called to work occasionally on weekends and evenings during special events.

Work Environment and Level of Frequency typically required

Often: Office environment, outdoor environment.

Seldom: Extreme cold, extreme heat.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Hearing, listening, talking.

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

Seldom: Bending, reaching overhead, twisting, pulling, pushing.