Senior Event Coordinator

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 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 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

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.

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.

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ( hrweb@uga.edu).

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

The Senior Event Coordinator 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.

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

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.

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA 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.
* Conduct post-event evaluations with client to determine how future events could be improved.

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.

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.

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).