Operations Coordinator

Job description

Operations Coordinator
University of San Diego

Title: Operations Coordinator
Department: Joan B. Kroc School of Peace Studies
Staff Full-Time
Job IRC#28978

Job Description:
The Operations Coordinator is responsible for ensuring the Joan B. Kroc School of Peace Studies facilities including offices, classrooms, meeting rooms, overnight guest rooms, and public spaces, are welcoming and engaging for our diverse campus community and guests. In collaboration with the second Operations Coordinator, oversee and coordinate daily operations including but not limited to, managing staff, scheduling of space, the coordination and execution conferences, events, guest overnights, use of classrooms, the set-up, operation and troubleshooting audiovisual equipment, maintenance, and safety. Ensure the highest level of customer service. Exercise independent judgment and initiative in bringing information opportunities or challenges to the Director's attention. The Operations Coordinator is responsible for facility opening, closing and emergency evacuation procedures, and compliance with University and state rules and regulations regarding safety of building personnel and guests. Represent the University of San Diego and the Kroc School while working with the campus community and the local, national, corporate, legal and non-profit communities. Works under the general supervision of the Director of Operations and Events. Directs the work of Operations staff. Close supervision of temporary (on-call) staff, work-study and other student staff.

Duties and Responsibilities:
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Daily Operations and Events

  • Coordinate logistics and support for all conferences, events, guest overnights and use of classrooms.
  • Conduct pre-event logistical planning of event and overnight guest related services provided by the unit, other campus service providers and outside sources.
  • Daily execution of all events and activities from set-up to strike.
  • Serve as client point of contact throughout event, coordinating services, managing transitions, directing staff.
  • Ensures the smooth flow of each event including any potential conflicts between multiple events occurring at the same time.
  • Conduct room set-up including but not limited to furniture and audiovisual equipment, operate and troubleshoot audiovisual and other equipment, and provide occasional custodial service as necessary.
  • Utilize event management and room diagram software and update regularly to reflect changes in services or equipment provided.
  • Conduct post event follow-up with clients to express appreciation, solicit feedback to improve services and discuss repeat or potential future business.
  • Coordinate service requests including campus services such as catering, parking, tram, etc., and outside sources, ensuring all services are provided in a timely manner and meet the standards of delivery established by Kroc Operations.
  • Assist Kroc School faculty and staff in the planning, coordination and execution of conferences, events and guest overnights. As needed meet with faculty and staff to schedule space, site event, determine services required prior to and leading up to the event. Participate in post event assessment and make recommendations for future planning.
  • Support the scheduling, use and maintenance of classrooms, conference rooms and other spaces.
  • Provide care, upkeep and troubleshoot audiovisual and other equipment and furnishings, and coordinate repairs.
  • Ensure the four unit Casa de la Paz guest residence is maintained and ready to receive guests.
  • Proactively monitor the Kroc School environment to ensure it is clean, orderly and comfortable for staff and guests.
  • Make routine checks of all interior and exterior spaces. Take necessary action to address any problems. Make recommendations to the Director on improvements to the facility and functionality.
  • Take a lead role in emergency and evacuation management.
  • Conduct annual inventory of all event space and resources including furniture, audiovisual and other equipment, linens bedding, etc.
  • Make recommendations to the Director on new or replacement equipment, furniture, supplies and other purchases.
  • Prospect for new external event business and conduct site inspections for potential clients.
  • Attend campus scheduling and other meetings.
  • Assist with special projects as requested.

    Personnel Management
  • Assist with recruiting, training, scheduling and supervising Operations unit staff, temporary staff, work-study and other student staff, in the daily operation of the facility and the coordination and execution of all events.
  • Participate in weekly staff meetings to review upcoming activities, discuss past events and solicit feedback on how to improve service or delivery.

  • Bachelor's degree from an accredited college or university preferred or equivalent work experience. Hospitality, Tourism or other related field preferred.
  • A minimum of two years of related event coordination experience in a college or university setting, hotel conference center or similar environment.
  • A minimum of one year of demonstrated managerial/supervisory skills.
  • Demonstrated knowledge and experience in the set-up, operation and troubleshooting of audiovisual equipment. Audiovisual technical experience including support and training for AMX, video and audio switching equipment, LCD projectors and wireless sound strongly preferred.
  • Demonstrated knowledge of an ability to use EMS or equivalent reservation software.
  • Excellent communication and interpersonal skills including tact, diplomacy and flexibility, with a desire to provide superior customer service. Have the ability to work well in a diverse environment with diverse personalities. Able and willing to represent the University, the Kroc School and the Operations and Events office in a positive manner. Ability to establish and maintain good working relationships with colleagues, faculty, staff, students, clients and the public.
  • Experience with room diagramming software preferred.
  • Event/venue sales experience preferred.
  • Ability to speak Spanish preferred.

    This person must be flexible and willing to work a demanding schedule that often requires early morning or late evening and weekend hours, changes on a weekly basis, and may require overtime. They must able be able and willing to perform duties of subordinates or others as needed and, or dictated by the requirements of scheduled activities. They may be contacted during non-scheduled time to assist with challenging or emergency situations.

    Background check: Successful completion of a pre-employment background check.

    Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

    Salary: $23.29 - $25.88; Excellent Benefits.

    The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

    Hours: 37.5 hour per week

    Closing date: July 24, 2018

    To apply, click here: https://usdebsprod.sandiego.edu/OA_HTML/OA.jsp?page=/oracle/apps/irc/candidateSelfService/webui/VisVacDispPG&OAHP=IRC_EXT_SITE_VISITOR_APPL&OASF=IRC_VIS_VAC_DISPLAY&akRegionApplicationId=821&transactionid=760515372&retainAM=N&addBreadCrumb=RP&p_svid=28978&p_spid=1404590&oapc=5&oas=IQsdrH-GhocuCE7Txgpsrg..

    Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

    The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

    The University of San Diego is a smoking and tobacco-free campus. For more information, visitwww.sandiego.edu/smokefree.

    Click Apply Now to complete our online application. In addition, you are strongly recommended to upload a cover letter and resume to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]





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    Job No:
    Posted: 7/10/2018
    Application Due: 7/25/2018
    Work Type: