Description
Department Information
IU Event Services is Bloomington's leading provider of guest services staffing for sports, academic, and entertainment events. Our service model strives to create positive experiences for our guests and a fun, high-energy environment for our staff. We pride ourselves on fostering a welcoming atmosphere that emphasizes professionalism, teamwork, and exceptional customer service. IU Event Services events are aligned with the vision and goals of Indiana University, bringing with us the philosophy that every event must be created with our guests in mind. Our team is dedicated to ensuring each event runs smoothly, safely, and memorably for all attendees.
Job Summary
The Event Services Specialist is responsible for the planning, development, and execution of events that support the strategic goals and objectives of the university.
Department-Specific Responsibilities
Responsible for event objectives and requirements, budgets, vendor contracts and management, transportation, facilities, catering, signage, communications equipment, and other aspects of events.
Coordinates event activities and monitors effectiveness and return on investment of events.
Serves as the manager on duty at events, overseeing all aspects of event staff and venue operations.
Assists with event preparations and setups at multiple campus facilities.
Contributes to recruitment, hiring, training, and staff retention efforts.
Strengthens event staff engagement by developing newsletters, implementing incentive programs, and recognizing staff achievements.
Supports business operations of the department, including payroll processing and invoice creation.
Maintains awareness and readiness to implement emergency procedures across all managed facilities.
Manages the department's email inbox, handling communications with staff and guest inquiries.
General Responsibilities
Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components.
Coordinates event activities prior to and on the day of events.
Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events
Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
May delegate administrative tasks to Event Services Coordinators.
Requirements
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required- Bachelor's degree in business, finance, public administration, or related field
WORK EXPERIENCE
Preferred- Some experience in events, hospitality, or related field
SKILLS
Required
Proficient communication skills
Maintains a high degree of professionalism
Demonstrates time management and priority setting skills
Demonstrates a high commitment to quality
Possesses flexibility to work in a fast paced, dynamic environment
Seeks to acquire knowledge in area of specialty
Working Conditions / Demands
This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.
