Event Reservations Coordinator Job Listing at DePaul University in Chicago, IL (Job ID 1621)

Description

The Highlights: Reporting to the Assistant Director of Lincoln Park Events, the Event Reservations Coordinator reviews all initial requests for space and begins the reservation process for all events located in Lincoln Park Student Center Facilities using EMS and EMS EVENT. The Event Reservations Coordinator coordinates the event planning of select requests for the DePaul University Student Center. The Event Reservations Coordinator will directly oversee the reservation and planning process for all events taking place in outdoor spaces including the Lincoln Park Quadrangle and St. Vincent's Circle. This position will also receive training and serve as the back-up for the Student Center website as well as manage the Student Centers email account.
 

What You'll Do:

• Reviews all incoming event planning requests.  Processes requests in Event Management Systems (EMS) software and sends confirmations to clients.   This includes meeting and communicating with all clients when necessary about reservation status, equipment needs, sponsorships, future reservations, and determining internal vs. external programs. For events cosponsored with external groups, collects signed contracts and certificates of insurance. 
• Coordinates the reservation and planning of all events on the Lincoln Park Quadrangle and St. Vincent's Circle. This includes meeting and communicating with all clients regarding the details of their events, the policies and procedures for using the Quad and St. Vincent's Circle and communicating with all the appropriate University Departments to inform them of these events. Work closely with Lincoln Park Facility Operations to coordinate all the set-ups and tear downs of events on the Quad and St. Vincent's Circle. 
• Facilitate event communications between clients, event planning/event production, audio visual, and catering staff for events in the 3rd floor meeting rooms, Atrium, 103 Lounge, 2nd Floor Performance Area, Inner Dining space and room 220.  In addition, this position is the main point of contact for all details regarding the summer Transition DePaul program. Communicate comprehensive information regarding event set up to event production team. Create detail diagrams in the Meeting Matrix software when necessary. 
• Supports the Assistant Director with the summer conference program. Works directly with summer conferences consisting of 20 guests or less, coordinates meeting room bookings through either EMS or Academic Affairs, scan and upload conference documents, emails various conference stakeholders. In addition, this position will organize weekly conference meetings with the summer conference stakeholders and setup conference calls with each client as their arrival date approaches. 
• Contributes to the Student Center policies and procedure guidelines for event planning. Produces daily, quarterly, and yearly reservations and event planning reports as needed. Gives leadership to assessment of event planning process and tracking of reservation statistics.  Oversees automated facility entrance people counting system.
• Monitors the Student Centers email address. This includes forwarding emails and responding to queries when appropriate. Receives cross training to maintain the department website. In absence of the Marketing Manager, updates website. 
• Schedules and conducts a walk-through of appropriate event and meeting spaces and host client event meetings to plan the details of upcoming events. 
• Decisions impact all levels of operation within the organization.
• Responsible for planning some external events taking place in Student Center Facilities, including summer conferences and general events that generate approximately $30,000 of facility and general rental revenues.
  
   

What You'll Need:

• Bachelors degree required
• Two years of full or part time work in an event planning/production or operations position helpful.
• Higher education experience and student development experience is preferred.   
• Event planning and customer service experience in a non-profit setting helpful.  
• Experience with Event Management System and Meeting Matrix is helpful. 
• Working knowledge of computer reservation systems and typical business applications.
• Event planning, coordination, and oversight experiences and abilities.
• Strong verbal and written interpersonal and communication skills.  Must show strong customer service abilities in daily interactions with internal and external clients for event planning.
• Working knowledge event planning processes, common audio visual equipment and catering systems.   
• The need to respond to unusual situations and emergencies that occur in the Student Center event planning and production area during non-business hours occasionally occurs.  
• Availability for major campus events outside of regular business hours is necessary and expected. 

Perks:

• Working for a stable and well-known University that values diversity and inclusion.
• Top choice medical, dental, and vision benefits.
• Retirement plan matching contribution of 10%.
• Tuition waivers for employees and dependents.
• Generous paid time off, sick time, holidays, floating holidays, and more!
• Full-Time Benefits

For consideration, please include a resume and cover letter.

Diversity and Inclusion Statement:
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check:

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

Mandated Reporting of Child Abuse & Neglect:

Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

Illinois Department of Children & Family Services (DCFS)  
Illinois Abused and Neglected Child Reporting Act  

DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.

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