Events Associate

Position Summary

The University of Southern Indiana is accepting applications for Events Associate. Elevate the visibility and reputation of the university by interfacing with the USI community in preparation for and during events by providing outstanding hospitality and customer service. Independently manage scheduled weekday, daytime events in the Griffin Center. Understand, communicate, and enforce university policies that pertain to events and activities on campus. Provide administrative support to the department, including financial tracking for service and supply requisitions, expense processing and revenue invoice generation.

Duties/Responsibilities

• Support event planning needs for major high profile and large-scale campus events by coordinating and executing specific tasks, as assigned by the Director and Associate Director. Work independently to initiate and accomplish actions in time sensitive manner. Position will supervise and provide guidance to student workers while supporting events.
• Independently manage scheduled weekday, daytime events in the Griffin Center. Provide on-site event and technical support, check rooms prior to events to ensure appropriate set up, equipment, and services are delivered, as specified by the assigned event planner. Ensure proper emergency and event signage are in appropriate locations. Communicate relevant information to guests. Greet partners, clients, and guests prior to the event to ensure satisfaction and be available during the event to respond to urgent needs. Troubleshoot audio visual equipment problems. In the event of an emergency, contact USI Public Safety and provide leadership to guests toward designated safe gathering areas. Follow up with partners and clients at the conclusion of each event, and provide feedback to the assigned event planner.
• Understand, communicate, and enforce university policies that pertain to events and activities on campus. This includes but is not limited to policies pertaining to the serving of alcohol, decorations, safety and security, advertising and solicitation, and parking. Communicate needs for policies or policy changes to Special Events and Scheduling Associate Director and Director.
• Partner with event support team in the bi-annual training of student workers. Collaborate with event support team to maintain an up to date audio/visual setup instruction manual with diagrams specific to the Griffin Center.
• Perform routine walkthroughs of Griffin Center. Take action to resolve or communicate issues requiring repair or attention. Work closely with Facilities Operations and Planning and/or other departments to maintain the visual and functional integrity of building, equipment and furniture. Process work orders when needed.
• Initiate communications, place orders, and follow up with other USI departments and outside service providers, including linen and equipment rental vendors, florists, and musicians, for event needs. Schedule labor for events with external setup service providers, and on-campus information technology, maintenance, grounds, and custodial services.
• Generate and track Procurement transactions and requisitions, including supply purchasing and professional service contracting for campus-wide events. Track and reconcile monthly department chargeback and credit card expense reports for review by Associate Director. Prepare expense report spreadsheets for large-scale events. Manage invoicing process for all campus services provided to external entities, including appropriate expense and taxation documentation to the USI Business office on a monthly basis.
• Design presentation-quality materials for both electronic and printed distribution, including invitations, programs, certificates, signs, and PowerPoint presentations. Disseminate event information to the University community, as needed. Assist in the creation of guest lists, maintaining impeccable records of RSVPs, catering guarantees, and disability- and/or dietary-related accommodation requests.
• Play a major role in coordinating and implementing critical duties for seven annual Commencement ceremonies by serving as a member of the core Commencement planning committee. Manage staff and student hosts payment procedures by closely interacting with Human Resources’ employment and payroll teams, and drafting and executing employment notifications, registration sheets, timesheets, and payroll recaps.
• Manage department payroll and recap process and deliver accurate documentation to Human Resources.
• Utilize Event Management System (EMS) to generate event calendars and reports of weekly, monthly, and annual events. Create spreadsheets, reports, forms, and communications in Adobe Acrobat Pro. Continuously maintain current documentation of job function and department procedures.
• Attend pre-event meetings once a week with USI Dining Services and Special Events and Scheduling staff. Meet weekly with event support team to plan and prepare for the following weeks’ event schedule. Attend regular Special Events and Scheduling team meetings and other professional development opportunities.
• Review new flyers, posters, and table tents for appropriateness and accuracy, ensuring that the event being promoted is scheduled in EMS and adheres to policy. Post materials on campus bulletin boards and tables, if approved, and check yard sign placements on a weekly basis. Remove flyers, table tents, and yard signs for past events, and relocate or remove unapproved or unscheduled promotional materials from campus spaces in accordance with University Posting Policy. Serve as a backup, in the absence of event support staff, in the generation of daily reports, critical paperwork, print and electronic signage for the University Center.
• Serve as a backup, in the absence of event support staff, in the management of reserved parking and shuttle operations, including but not limited to picking up/dropping off university vans/keys, implementation of training and use of safety equipment, scheduling student managers, supervising operations during an event, and troubleshooting any problems that may arise.
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma or equivalent.
• One to two years general professional experience.
• Strong active listening and clear, specific oral communication skills.
• Effective, detail-orientated written communication skills appropriate for audiences ranging from University senior management and executive event sponsors to internal support staff.
• Exceptional service orientation, excellent interpersonal and relationship building skills are required, underscoring the ability to communicate effectively and work with a diverse group of internal and external clients.
• High level of social perceptiveness and diplomacy.
• Competency with all Microsoft Office applications and ability to learn other applications as needed, such as Event Management System scheduling software and Social Tables room design software.
• Knowledge sufficient for generating professional electronic correspondence, contracts and reports as needed.
• Excellent organizational skills with a refined aptitude for details and the ability to simultaneously manage projects.
• Problem anticipation and resolution skills, together with the ability to perform all hands-on event activities as needed for troubleshooting of event preparation and implementation.
• Valid drivers’ license.

Preferred Knowledge and Skills

• Associates degree.
• Experience in event or conference management and supervisory experience.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, from 8:00 a.m. to 4:30 p.m.
• Occasional evening and weekend hours may be required.
• Occasional overtime may be required.

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

Application Process

Click “Apply Now!” near the top right of this page to complete an application and upload application materials. Application materials should include:

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at [email protected] or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.

EEO Statement

The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.