S09436P

SENIOR EVENT COORDINATOR

PSO-Conf & Event Planning

Since our founding in 1785, the University of Georgia has operated as Georgia’s oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. 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 employs approximately 1,800 full-time instructional faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

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.

www.georgiacenter.uga.edu

External

TRS or ORP

Employee

Benefits Eligible

Full Time

Monday through Friday – 8:00-5:00pm, and as required to meet the needs of the client. This may include morning and/or evening hours as well as occasional weekend work.

$45,000 - $55,000 (commensurate with experience)

11/08/2022

Yes

12/11/2022

Please provide a cover letter and resume with UGA application.

Athens Area

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. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

PLEASE NOTE: On December 7, 2021, the federal District Court for the Southern District of Georgia issued a preliminary injunction against enforcing the vaccine requirement for
Federal Contractors pending further review. As a result, the requirements of the Executive Order and associated guidance, including the vaccination requirement for covered contractor employees, are currently not in effect.

The University of Georgia is a Federal Contractor as defined by Presidential Executive Order 14042 and subject to the requirement that Federal Contractors must ensure that all covered employees, including those working remotely, are fully vaccinated by January 4, 2022. You may be required to show proof of your fully vaccinated status at the time of your start date, or have received a medical or religious exemption from the fully vaccinated requirement at the time of your start date. For more information regarding the Federal Contractor fully vaccinated employment requirement please visit https://coronavirus.uga.edu/executive-order/ or call (706) 542-2222.

External Affairs Professional

Exempt

Outreach Services

1.00

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Bachelor’s degree (strongly preferred); will consider Associate’s degree with significant and relevant experience.

4 years minimum, strongly prefer 5+, of Event Coordination experience with strongest preference given to the candidate whose experience includes at least 2 years of hospitality industry event management/sales experience; will consider applicants with experience in Event Coordination from other business to business service industries.

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 coordinating the Georgia Center’s fulfillment of promises as detailed in Agreements and Banquet Event Orders. This position serves as the client’s primary contact, while successfully working with other departments to provide our customer’s exemplary service.

• Documented success in up-selling/securing repeat bookings.
• Strong communication skills including both oral (in person and phone) and written.
• Possess organizational and time management skills, including the ability to handle multiple projects simultaneously while consistently documenting communications with client.
• Ability to successfully meet the public and create a favorable impression of the Georgia Center, excellent customer service skills.
• Ability to work independently and with initiative, within departmental guidelines, to fulfill our contractual obligations.
• Ability to demonstrate a strong work ethic and support a positive work environment.
• Proficient in use of Windows Office Suite; internet research skills; event coordination software skills.
• Ability to review and understand basic financial reports, invoices, bills, and statements.
• Data management experience, including use of PMS, CRM and/or Event/Facility management systems.
• Work hours beyond the norm of Mon-Friday 8-5, to service accounts. This may include morning and/or evening hours as well as occasional weekend work.

Sit at desk for extended periods of time utilizing a computer and/or phone; walk and climb stairs; occasional lifting to 35 pounds.

Yes

Yes

Yes

No

No

No

No

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.

Sales and Event Coordination:

• Management of high-profile event portfolio as assigned by Event Coordination Manager.
• Respond promptly by phone or email to business opportunities from within assigned markets.
• Research facility availability and ability to service, including analysis of profitability.
• Oversight of newly hired student interns.
• Acting as the lead expert for peers when structuring complex virtual conference requests.
• 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.

60

Administrative:

• Proficiency in the registration management software.
• 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.
• Provide software training sessions to newly hired event coordinator peers.
• Create and maintain accurate client records, utilizing a CRM and a Facilities Management System.
• Create and maintain accurate business records and reports of activities.

20

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, including nights/weekends. 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.

10

Other:

• Participate in the training of new event coordinators, helping to familiarize them on departmental resources and procedures.
• Serve as a resource for other event coordinators as well as the Event Coordination Manager and SEC Director.
• 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).

10

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Leta Salazar

leta.salazar@georgiacenter.uga.edu

17065423403