Position posted by University of Wisconsin-Eau Claire

Created: Mar 29, 2019

Job Title:
Coordinator of Operations
Job Status:
Full Time
Job Category:
3-5 Years
Eau Claire
Salary Type:
Job ID:
Jenni Sterling
UWEC - Davies Center 240, 77 Roosevelt Avenue
None Specified

Job Description


Official UW System title: Associate Student Services Coordinator
Working title: Coordinator of Operations

POSITION DESCRIPTION: Reporting to the Assistant Director for Event Services, Camps and Conferences, the Coordinator of Operations trains, develops, and mentors a Davies Student Center setup crew comprised of approximately thirty to forty (30-40) student staff members and executes setup needs for a variety of student, department, and outside rental and conference events. Venues include the Davies Student Center, Schofield Auditorium, Zorn Arena, Hilltop Center, and a variety of other indoor and outdoor spaces on and off campus.

The Coordinator of Operations will collaborate with student organizations, faculty and staff from academic departments and administrative units, as well as members of the Eau Claire community and beyond to provide timely and efficient customer service as well as professional execution of a variety of events. Examples of events include but are not limited to small stage concerts, summer ballroom weddings and receptions, building-wide conferences, Jazz Fest, Fireball, outdoor student organization recruitment fairs, activities and events sponsored by the University Activities Commission, Viennese Ball, Commencement ceremonies, and basketball games in Zorn Arena.

The Coordinator of Operations will work closely with Event Services staff in ensuring that all setup, student labor and room and equipment charges are entered and correctly billed to clients through Event Management Systems software (EMS).

This staff member is responsible for upholding the University Mission through dedicated job performance and service excellence - with a commitment to holistic student development - and will exhibit behaviors that properly represent the University’s mission, vision and values including taking substantive measures to create and maintain an inclusive environment free of bias, leading and communicating in a way that champions diversity, and creating inclusive awareness for greater understanding and appreciation of diversity.

• Recruit, hire, train, schedule, and supervise student setup crew of approximately 30 - 40 to perform duties in the Davies Student Center, auditoriums, arenas and outdoor spaces
• In consultation with Event Production Coordinator, provide timely, comprehensive setup plans and cost estimates for clients
• Manage and assist with setups, strikes, and cleanup for internal and external events, including tables, chairs, staging, and floor covering and bleachers
• Ensure accurate and timely input of billable charges (student labor, room rent, equipment rentals, etc.) in EMS
• Assist in coordination and implementation of major events (i.e., Viennese Ball, Artist Series and the Forum, Commencement, Fire Ball, ChalkFest, etc.)
• Assist with digital signage needs in University Centers
• Manage multiple, competing, and shifting priorities
• Serve as a member of the University Centers staff, participating on University and unit committees and programs as assigned; represent University Centers as an Operations Coordinator for various events

• Recruit, hire, and mentor student crew leaders and members as they perform daily room setup and tech monitor duties throughout the Davies Student Center and select locations across campus. As part of our mission to provide high impact employment experiences for students, complete formal performance review for students at the end of each semester
• Develop Meeting Matrix and other software-based design formats for events
• Assist in maintaining comprehensive inventory schedule of University Centers event equipment
• Collaborate with event coordinators on a weekly basis to ensure all AV and setup needs are met for student, departmental, and rental and community events
• Promptly and accurately complete various administrative duties such as submitting student payroll, reconciling P-Cards, and entering charges for client billing
• Develop, implement, and evaluate policies, procedures and guidelines for event activities. Ensure safety of working crew members and audience members and event sponsors and participants. Ensure compliance with all unit/campus/UW system/state and national guidelines, rules and regulations

• Bachelor’s Degree from a regionally accredited institution
• Previously demonstrated strong leadership, mentoring and training abilities in event services
• Event setup experience in multi-use facilities such as student unions or convention centers
• Strong interpersonal and communication skills
• Must be able to lift 35 lbs.
• Valid Driver’s license and ability to earn and maintain certification to drive University vehicles
• Demonstrated commitment to diversity, equity, and inclusiveness

• Proficiency with Microsoft Office Suite and EMS (Event Management System)
• Experience in event management in facilities with multiple simultaneous events
• Experience in training and supervision of part-time student employees
• Interest in learning to assist in event production (sound and lighting) as needed
• Experience with Crestron room control systems and interest in learning
• Knowledge of digital signage systems

THE UNIT: The University Centers unit consists of 25 FTE permanent staff members and over 100 student staff members, and is responsible for oversight of the student center, meeting and event venues, and onsite auxiliary services including a bookstore, a bank, and the campus food service. www.UWEC.edu/centers

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 10,500 students and 1,100 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad opportunities. We strive for excellence in liberal education and select graduate and professional programs through our commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/human-resources/employment-opportunities/ then click on “View Postings.”

You must login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to position Job ID # 14792 and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached and all required fields are completed.

Please be sure you have included the following three attachments in PDF format:

• Letter of application • Resume • Names and contact information for three professional references

Please direct requests for additional information to: Jenni Sterling: SterliJL@uwec.edu or 715.836.5904

To ensure consideration, completed applications must be received by Monday, April 8, 2019, however, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. A criminal background check is required prior to employment.

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit the Campus Security and Fire Report (https://www.uwec.edu/human-resources/employment-opportunities/job-openings/upload/AnnualSecurityandFireReport-2.pdf). Also visit our Campus Security Authority policy (https://www.uwec.edu/human-resources/employment-opportunities/job-openings/upload/CleryCompliancePolicy.pdf).

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing diversity, equity, and inclusion.

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