The Office of University Event is seeking an Operations Coordinator to intake, develop, plan, and coordinate logistic support for events managed by the Office of University Events (OUE). These include but are not limited to: OUE events (i.e. Commencement, Distinguished Speakers Series), university-wide events (i.e. dedications, press conferences), and events sponsored by other university departments, organizations, and external community partners.
Serve as the point of contact for OUE event needs, including management and intake of all event requests from internal and external organizations.
Determine event logistics needs from the meeting and event planners, as assigned.
Assist with scheduling of services connected to university events.
Communicate and place orders with on and off campus service providers for event logistics.
Prepare event estimates assuring budgetary needs are met.
Track and detail event inventory needs in event software system (EMS).
On site event liaison between on and off campus service providers and the meeting/event planner.
Ensure that all services outlined in event agreement are provided.
Ensure that all university rules, regulations and policies are followed during the conduct of the event.
Reconcile services rendered to ensure accurate invoicing.
Route and distribute event inquires to the appropriate offices for their action.
Produce and maintain organizational documents such as event timelines, inventory guides, etc.
University at Buffalo is an affirmative action equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.
A Bachelor’s degree is required.
Other requirements include: minimum 1 year of managing events or providing key logistic support for events; advanced proficiency in Microsoft Word and Excel; demonstrated ability to multi-task; and strong communication skills, both written and oral.
Prior administrative experience supporting budget and financial management (including Billing and Accounts Receivables) and communication to internal and external audiences; experience in a university setting.
Frequently moves equipment weighing up to 45 pounds for various University events. The person in this position will need to constantly move about and position self to set up equipment including sound systems, stage equipment, tents, etc.
Frequent interruptions and changes to the work schedule.
Evening and weekend hours required as they arise
Frequent use of computer keyboards.
More than half of time spent in normal office setting.
Occasionally work in outdoor setting for several hours/multiple days at a time.
The incumbent must possess and maintain a current, valid Driver License or otherwise demonstrate their ability to meet the transportation needs of the position.