Event Coordinator

About Us

Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to, medical and major medical insurance, group life insurance, participation in the Georgia Teachers' Retirement System, Optional Retirement Plan (Faculty and exempt employees only), Social Security and Tuition Assistance Program after six months of employment.

Location

Our West Campus is located at 2400 Gillionville Road, Albany, GA 31707. Our East Campus is located at 504 College Drive, Albany, GA 31705. The Human Resources office for both campuses is located on the West Campus in Building K, Suite 111.

Job Summary

The Event Coordinator for Auxiliary Services is responsible for ensuring seamless event logistics, facility coordination, and customer service while upholding university policies and enhancing the overall event experience. The Event Coordinator works closely with campus partners, external clients, and service providers to deliver high-quality events that promote the institution's auxiliary services.

Sponsorship is not available for this position.

Responsibilities

Event Coordination

• Coordinate events, camps, and programs involving minors, ensuring all logistical needs are met.
• Supervise event setup, execution, and teardown, addressing last-minute changes and troubleshooting issues.
• Manage event space reservations in 25Live, ensuring accurate entries and resolving scheduling conflicts.
• Develop detailed event diagrams and floor plans to ensure proper setups.

Compliance & Risk Management

• Ensure all events and programs comply with university, state, and federal child protection laws and policies.
• Maintain accurate compliance documentation, including contracts, waivers, and training completions.

Operational Support

• Coordinate staffing for events, including custodial, IT, audiovisual, security, and technology support.
• Assist in event oversight for after-hours or weekend events, as needed.
• Prepare and process requests and agreements for third-party facility use.

Financial Support

• Process event-related invoices and payments to ensure timely reconciliations.
• Maintain accounts receivable records and follow up on outstanding payments.

Additional Responsibilities

• Attend University events where the Auxiliary Office participates, such as commencement, Open House, and New Student Orientation.
• Cross-train on all auxiliary units, including events, meal plans, vending, bookstore, parking, and Ram Rush; assist in daily functions, as needed, especially during peak seasons.
• Assist with projects and program/system administration, as needed.
• Maintain Standard Operating Procedures (SOPs) related to event operations.
• Troubleshoot student RAM ID issues related to meal plans, dining dollars, and Ram Bucks.
• Participate in University and campus community relations by representing departments at meetings and serving on committees as needed.
• Attend training and conferences as needed.

Performs additional duties/projects as assigned.

Required Qualifications

Bachelor's degree in Hospitality Management, Event Planning, Business Administration, Communications, or a related field.

2+ years of experience in event coordination, hospitality, or campus event services or an equivalent combination of education.

Proficiency in event management software, reservation systems, and Microsoft Office Suite.

Other Qualifications

Work Environment & Expectations:

• Requires flexibility to work evenings, weekends, and holidays as needed for events.
• Fast-paced environment with frequent deadlines and last-minute changes.
• Combination of office work and on-site event coordination.
• Occasional lifting of event materials and standing for extended periods during events.

This role plays a vital part in creating meaningful and successful events that enhance campus life and support the university's auxiliary services.

Preferred Qualifications

Familiarity with campus event planning, budgeting, and marketing strategies preferred.

Experience working in an educational environment.

Experience in event planning and program management.

Public speaking skills and experience delivering training sessions.

Ability to enforce policies and adapt to an ever-changing environment.

Proposed Salary

Salary range is from $38,385 to $55,000.

Required Documents to Attach

Cover letter

Resume

A list of at least 3 professional references with their contact information

Knowledge, Skills, & Abilities

Strong organizational and time-management skills, with the ability to manage multiple events simultaneously.

Excellent customer service, communication, and problem-solving abilities.

Ability to work collaboratively with diverse stakeholders, including students, faculty, staff, and external clients.

Knowledge of laws and regulations related to programs serving minors.

Knowledge of the Board of Regents, the University System of Georgia, and university policies and procedures.

Knowledge of accounting principles and auditing processes for compliance purposes.

Strong problem-solving skills, including the ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to work independently with little to no supervision while managing multiple projects and deadlines.

Excellent written and oral communication skills, with the ability to make presentations and respond to inquiries from faculty, staff, students, parents, and the public.

Strong interpersonal and customer service skills, with the ability to interact effectively with a culturally diverse population.

Ability to handle and resolve confrontational situations professionally.

Ability to maintain organization and attention to detail in a fast-paced environment.

Ability to work under pressure with time-sensitive materials.

Proficiency in office technology, including computers, scanners, fax machines, and software applications used for data management.

Strong administrative and project coordination skills, including follow-through and completion.

Contact Information

For more information or questions about a job posting, please contact the Office of Human Resources at ..., or by email at .... For technical support, please call the USG Service Desk at ..., or by email at ....

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at .

Institutional Values

Excellence

We achieve outcomes of the highest quality, hold ourselves accountable to the highest standard and are committed to continuous improvement in University programs and services.

Respect

We are directed by tenets of ethics, treating other with courteous regard, and being civil in our interactions.

Community

We strive to build community and value a good mindset.

Teamwork

We seek partnerships within the University and community. We practice a supportive spirit that results in the implementation of plans, actions and shared results.

Learning

We cultivate a practice of global pedagogies in a learning environment.

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Albany State University.

Certain positions may also require the selected candidate to submit to or have:

• a credit check completed for "Positions of Trust" and/or approved departmental purchase card usage
• a motor vehicle report for positions that require driving an Albany State University vehicle
• a successful pre-employment drug test

Equal Employment Opportunity

Albany State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, working, and studying. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the ASU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the ASU community.

For questions or more detailed information regarding this policy please contact the Albany State University Office of Human Resources at .... For individuals requiring disability-related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at ....