The University of Arizona Bookstores seeks a Program Coordinator to plan, schedule, coordinate, execute and evaluate BookStore events such as author readings and signings, semi-annual staff meetings, Faculty & Staff Events, major store sales/promotions, various campus partner events, children's literacy events and camps, and much more.
The Program Coordinator will manage all aspects of the events from planning and creating actionable timelines, scheduling security, technical arrangements, various services and staffing, to attending events to ensure all pieces are running as planned. The Coordinator will be the point person and be responsible to ensure all parties involved understand their roles. The Coordinator will be responsible for assessing event effectiveness, analyzing results and making recommendations for improvement for future events. This is a part time position and the incumbent will be required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events.
Duties and Responsibilities
Serves as facility representative during events by responding to and resolving emergency situations and/or patron problems such as medical emergencies or security incidents; ensures all aspects of events are implemented and controlled according to plans.
- Track progress, as well as, anticipate and notify stakeholders of any possible issues. Quantify and evaluate each event, providing actionable recommendations for future events.
- Works closely with the marketing team to ensure proper promotion of events.
- Manages the master calendar and scheduling of our event area and conference rooms.
- Responsible for outreach and creating collaborations with campus and community partners.
- Runs monthly events committee meeting to make sure BookStore staff is aware of upcoming events and responsibilities. Responsible for agenda, recaps and follow up.
- Books and schedules facility and services for use by campus and outside organizations; negotiates and prepares rental contract determining fees and terms of contract; estimates costs and determines event budget.
- Determines technical and/or other special requirements needed for event; determines resources available such as equipment or labor and compares with event requirements; coordinates logistics and obtainment of additional resources needed such as equipment rental.
Arizona Board of Regents Minimum Qualifications
- May assist with settlement of event by providing information and determining fiscal accuracy of fees or sales.
- Maintains direct contact with personnel of various outside organizations and university departments associated with scheduled events.
- Represents university in public relations/liaison capacity on matters relating to events and at department meetings.
- Coordinates souvenir sales with event promoter; oversees setup of souvenir stands; determines sales volume and percentage of sales received as revenue.
- Evaluates program effectiveness to develop and implement improved methods; devises evaluation methodology and implements; analyzes results and takes proper action based on outcome.
- Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities; maintains contact with patrons or clients.
- Performs functions related to specific facility assigned such as tracking event attendance, development of facility brochures or other unique projects.
- Monitors the activities of subordinates.
- Must be proactive and a solution provider.
- Other duties as assigned.
Bachelor's degree in field appropriate to area of assignment AND two years of administrative/coordinative program experience; OR, six years of progressively responsible administrative coordinative program experience; OR, any equivalent combination of experience, training and/or education.
Additional Minimum Qualifications
Three years of facility and/or service administration and coordination experience; OR, Seven years of progressively responsible experience in facility and/or service administration and coordination; OR, Any equivalent combination of experience, training and/or education.
- Experience budgeting and accounting principles and practices.
- Experience in scheduling, event coordination and contract administration.
- Experience of supervisory practices and principles.
- Experience of technical requirements for various events.
- Skill in public relations and handling complaints.
- Skill in organization required to coordinate several events simultaneously.
- Ability to effectively communicate both verbally and in writing.
- Ability to lift 40 pounds.
- Ability to stand for long periods of time.
- Ability to walk up and down stairs.
Project Management certification
3-4 years of experience budgeting and accounting principles and practices, scheduling, event coordination and contract administration.
3-4 years of experience of supervisory practices and principles and experience of technical requirements for various events.
Pre-employment Screening Requirements
The University of Arizona conducts pre-employment screening for all positions, which includes a criminal background check, verification of academic credentials, licenses, certifications, and work history. In addition, a check of names and identification documents is conducted on all new employees to ensure they are legally authorized to work in the United States.
What kind of criminal background check is required for this position?
This position is non-security sensitive and requires a name-based criminal background check
Supplemental Pre-Employment Screening
Administrative and Professional