Posting Details

Posting Details

Posting NumberS03664PWorking TitleEVENT COORDINATORDepartmentCont Ed Conf & Event PlanningAbout the University of Georgia

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education (http://www.uga.edu/). UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

The University of Georgia Center for Continuing Education & Hotel is hiring motivated, dependable, and team-orientated individuals for jobs that advance UGA’s mission of Public Service and Outreach. The Georgia Center, located on campus across from Stegeman Coliseum, is the campus hub for the development and administration of non-credit professional and continuing education courses as well as home of the only on-campus hotel.

College/Unit/Department websitehttps://www.georgiacenter.uga.eduPosting TypeExternalRetirement PlanTRSEmployment TypeEmployeeBenefits EligibilityBenefits EligibleFull/Part timeFull TimeWork ScheduleAdditional Schedule Information

Monday – Friday, 8-5pm, and as required to meet the needs of the client. Flexible schedule.

Advertised Salary$31,500 - $34,500 (Commensurate with Experience)Posting Date09/30/2019Open until filledYesClosing DateProposed Starting Date10/14/2019Special Instructions to Applicants

Please include cover letter and resume.

Location of VacancyAthens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.

Position Information

Classification TitleExternal Affairs Paraprofessional/ProfessionalPay GradeFLSAJob FamilyOutreach ServicesFTE1.0Minimum Qualifications

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Bachelor’s degree strongly preferred; will consider Associate’s degree with significant and relevant experience. Preference given to candidate with hospitality event coordination experience, and with documented success in up-selling/securing repeat business.

Position Summary

This position is charged with responding to business opportunities from within assigned markets, and actively selling the facilities and services of the UGA Center for Continuing Education & Hotel (the Georgia Center) as well as efficiently coordinating events and services as detailed in event agreements, following Georgia Center and departmental standards. This position serves as the client’s primary contact, while successfully working with other departments to provide our customers exemplary service.

Knowledge, Skills, Abilities and/or Competencies

1.Significant and relevant experience
2.Hospitality Event Coordination experience, Hospitality Sales or Front Desk experience; or experience in Event Coordination from other business to business service industries.
3.Documented success in up-selling/securing repeat bookings
4.Strong communication skills including both oral (in person and phone) and written
5.Possess organizational and time management skills including the ability to handle multiple projects simultaneously while consistently documenting communications with client
6.Ability to meet the public and create a favorable impression of the Georgia Center; excellent customer service skills
7.Ability to work independently and with initiative, within departmental guidelines, to fulfill our contractual obligations
8.Ability to demonstrate a strong work ethic and support a positive work environment
9.Proficient in use of Windows Office Suite; internet research skills
10.Ability to review and understand basic financial reports, invoices, bills and statements
11.Data management experience including use of PMS, CRM and/or Event/Facility management systems
12.Ability to lift items up to 30 pounds (i.e. boxes/exhibit displays, etc.), sit at a computer, walk, and climb stairs.
13.Ability to work hours beyond the norm of Mon-Friday 8-5, in order to service accounts. This may include morning and/or evening hours as well as occasional weekend work.

Physical Demands

Lift items up to 30 pounds (i.e. boxes/exhibit displays, etc.), sit at a computer, walk, and climb stairs.

Is driving a responsibility of this position?Does this position have operation, access, or control of financial resources?YesDoes this position require a P-Card? NoIs having a P-Card an essential function of this position? NoDoes this position have direct interaction or care of children under the age of 18 or direct patient care?NoDoes this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)NoCredit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Sales and Event Coordination:
•Respond promptly by phone or email to business opportunities from within assigned markets.
•Research facility availability and ability to service, including analysis of profitability.
•Actively sell the facility and services of the University of Georgia Center for Continuing Education & Hotel.
•Provide onsite pre-event tours and/or meetings as needed to prospective and current clients.
•Book events from initial contact or receive event after sales turnover meeting, and manage event through closure of event. Coordination may include oversight of hotel reservations and room block management, assistance with menu selections, determining and communicating meeting room set-ups and A/V requirements, as well as set up and oversight of registration and/or vendor needs.

Percentage of time60 Duties/Responsibilities

Duties/Responsibilities

Administrative:
•Prepare proposals and agreements accurately, and in compliance with University and departmental guidelines.
•Reserve space for events in the Facilities Management System, and submit accurate and updated requests.
•Review, ensure accuracy, and approve for processing by business services all financial charges and documents related to the event’s billing including but not limited to BEOs, invoices and honoraria.
•Create and maintain accurate client records, utilizing a CRM and a Facilities Management System.
• Create and maintain accurate business records and reports of activities.

Percentage of time20 Duties/Responsibilities

Duties/Responsibilities

Event Support:
Work collaboratively with the Event Service and Banquet teams, providing timely and accurate information relating to room sets, A/V needs, and food functions, to ensure the successful execution of the event.
Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm. This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities and providing the onsite contact information for additional support needed during their event. Event Support may include work on team member’s events and may be outside of the Monday-Friday, 8-5 norm.

Percentage of time10 Duties/Responsibilities

Duties/Responsibilities

Other:
•Throughout interaction with client, seek additional business opportunities for the GC, document them in the CRM and communicate to appropriate Sales Professional or Event Coordinator for follow-up.
•Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services).
•Assist other GC departments and staff with their events as needed (i.e., F&B and hotel).

Percentage of time10Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this job opportunity at the Georgia Center for Continuing Education and Hotel?
   • UGA Jobs
   • Georgia Center Employment Page
   • Georgia Center Talent Recruitment Brochure
   • Insidehighered.com
   • Indeed
   • hCareers
   • LinkedIn
   • Facebook
   • Department of Labor
   • Goodwill
   • From a current UGA employee
   • Other
2. * Do you possess a valid driver's license?
   • No Response
   • No
   • Yes

Applicant DocumentsRequired Documents

Optional Documents

1. Resume/CV
2. Cover Letter