Event Coordinator (Event Services Specialist), IU Auditorium

Event Coordinator (Event Services Specialist), IU Auditorium Indiana University - 4.2 Bloomington, IN Job Details Full-time $43,888 - $45,000 a year 21 hours ago Benefits Paid parental leave Health savings account AD&D insurance Paid holidays Disability insurance Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program Life insurance Retirement plan Qualifications Hospitality Microsoft Excel Management Customer service Mid-level Microsoft Office Finance Public Administration Bachelor's degree Business Full Job Description Department AUDITORIUM (BA-AUTM-IUBLA) Department Information Since opening its doors in 1941, Indiana University (IU) Auditorium has served as a university and community gathering place, hosting an array of world-class artists, entertainers, musicians, and lecturers in its 3,200-seat theatre. As the leading performing arts organization in South Central Indiana in terms of quality, leadership, innovation, and overall guest satisfaction, IU Auditorium exists to create world-class arts and event experiences at Indiana University. In addition to the wide variety of arts and entertainment events, the Auditorium continues to serve as the community's gathering place, hosting a variety of university ceremonies, orientation programs, conferences, weddings, and special events. In addition to hosting events within our historic venue, IU Auditorium extends its expertise and resources beyond our 4 walls. Our team collaborates with campus and community partners to support off-site events, including university ceremonies, donor receptions, community festivals, and educational outreach programs. We provide event planning, logistical coordination, and technical support for events held at venues such as Presidents Hall and more. These efforts help amplify the cultural and educational mission of Indiana University throughout South Central Indiana and beyond. We are excited to welcome into our Auditorium family a dynamic team member who can uphold our reputation of providing expert and professional service to our clients and guests. Job Summary Department-Specific Responsibilities Serves as lead coordinator for approximately 150 events occurring in the Auditorium Lobby, Presidents Hall, and other ancillary off-site venues. Provides prospective client tours. Collaborates with the marketing team to develop promotional materials, attend bridal shows, and maintain relationships with local vendors and event planners. Assists in identifying new rental opportunities and strategies to increase visibility and revenue from private events. Serves as client/staff liaison. Prepares license agreements, estimates, and billings. Creates and distributes event planning documents and layouts. Oversees the successful implementation and evaluation of event plans. Assists the Assistant Director for Events with the preparation of event planning documents, layouts, estimates, and billings for other events as assigned. General Responsibilities Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events. Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts. Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events. Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity. Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events. Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications. May delegate administrative tasks to Event Services Coordinators. Qualifications Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education. EDUCATION Required Bachelor's degree in business, finance, public administration, arts management, hospitality/events/tourism management, or related field. WORK EXPERIENCE Preferred Some experience in events, hospitality, or related field. SKILLS Required Proficient in written and verbal communication skills. Maintains a high degree of professionalism. Demonstrates time management and priority setting skills. Demonstrates a high commitment to quality. Possesses flexibility to work in a fast paced, dynamic environment. Seeks to acquire knowledge in area of specialty. Preferred Proven ability to represent IU in a professional and team-oriented manner. Flexibility to work in a fast paced, dynamic environment, and ability to work under stress while projecting a feeling of confidence and competence to others. Demonstrates a high level of accuracy and customer service skills, even under pressure. Ability to maintain confidential information. Proficiency in Microsoft Office, Excel, and database applications, and the ability to effectively use 2-way radios and other event-related equipment. Excellent collaboration and team-building skills. Highly thorough, organized, and dependable. Emphasizes pride in work and fun in the workplace and takes a positive approach to attaining and exceeding goals. Ability to work with people of different backgrounds. Working Conditions / Demands This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 50 pounds. This position requires the ability to travel to different floors of a building and move quickly up to 5 miles during the course of a normal shift through crowds in all weather conditions. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and have good depth perception. The person in this role must be able to perform the essential functions with, or without, accommodation. Work Location Bloomington, Indiana Advertised Salary $43,888-$45,000 annually based on education, skills and work experience Work Hours 8:00 am-5:00 pm Monday-Friday, with flexibility based on event schedule. This job often requires working evenings, weekends, and holidays pending event schedules. Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including: Comprehensive medical and dental insurance Health savings account with generous IU contributions Healthcare and dependent care flexible spending accounts Basic group life insurance paid by IU Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance Base retirement plan with generous IU contributions, subject to vesting Voluntary supplemental retirement plan options Tuition subsidy for employees and family members taking IU courses 10 paid holidays plus a paid winter break each year Generous paid time off plans Paid leave for new parents and IU-sponsored volunteer events Employee assistance program (EAP) Learn more about our benefits by reviewing the IU Benefit Programs Brochure. Job Classification Career Level: Core FLSA: Exempt Job Function: Operations Job Family: Events Click here to learn more about Indiana University's Job Framework. Posting Disclaimer This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date. If you wish to include a cover letter, you may include it with your resume when uploading attachments. Equal Employment Opportunity Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information. Campus Safety and Security The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD. Contact Us Request Support Telephone: ...