242618 - University of Oklahoma
Norman, OK
About the Job
Resume, Cover Letter
Event Coordination: Make initial contact with client by phone, email, and in person. Show facility to clients. Work with client on pricing for their event. Work with client on developing best room/building setups for their event. Develop event budget. Reserve rooms in room reservation system. Enter setup and beverage information into reservation system. Communicate with R&R to setup event registration website. Make catering arrangements for events. Serve as liaison between client and Forum staff on day(s) of events. Make housing arrangements (OU Housing or hotels) for events. Work with other OU departments to ensure successful event when multiple departments are involved in an event. Coordinate with Risk Management and multiple OU departments to ensure all OU policies are being followed for large and outdoor events. Provide advice to client to ensure successful events. Communicate with clients in and outside of business hours.
Supervision: Supervise approximately 2-7 full-time and student staff. Develop and maintain staff scheduling. Develop, distribute, and follow up on daily/weekly workflow detailing tasks to be completed. Communicate fast minute client needs/changes to staff. Conduct final quality check walk-through of rooms after staff has set rooms. Monitor daily tasks to make sure beverage orders are on time and the rooms are open for clients on time. Ensure that policies and procedures are being followed consistently. Communicate both praise and positive correction to staff on a consistent basis. Develop proactive strategies to solve staffing challenges and areas of opportunity. Interviews and hiring of new staff. Available as on-call at all times when not at work to communicate by phone, text, and email for staff, facility, and event issues.
Contracts: Work with director on writingevent contracts (communicating with both clients and Office of Contracts Administration). Negotiate contracts with hotels and other services(communicating with both clients and purchasing department). Negotiate multi-year contracts with clients.
Facility: Continually evaluate room reservations to ensure that facility is being utilized to potential. Work with director on facility needs to determine if costs are within budget. Work with Extended Campus departments who maintain priority reservation space to ensure their reservations and needs are met, while maximizing external client rental as well. Communicate and follow-up with Facilities Management any building maintenance needs.
EMS Reservation Software: Helpupdate users and schedule all classes, meetings and conferences.Work with director on updatingrooms, equipment, and beverage pricing in EMS.Train Extended Campus and Outreach departments on EMS Web Reservation site. Print daily activity and beverage schedules for staff.
Purchasing/Financial: Research best pricing for equipment and supplies for the Forum. Continually evaluate purchases to ensure best pricing for the University. Communicate with director and financial representative on cost saving strategies. Negotiate with vendors to continually ensure best pricing. Provide research and reports to director for cost saving and revenue generating strategies. Send invoices/receipts to Director to approve and then submit for payment.
Training/Development: Work with director tocommunicate new employee on-boarding training for equipment, policies, and procedures. Develop and communicate regular staff update training to ensure best practices are being followed. Continually evaluate current policies to seek improvements when necessary. Communicate University safety policies to staff and clients.
Other duties: Arrange and purchase travel for clients (speakers, distinguished guests, etc.). Assist with room setups during high volume event times. Research and analyze data to provide reports for projects. Serve as a liaison with OU Parking Services to coordinate parking activities in the Forum Guest Parking Lot. Serve as a contact for departmental parking needs and provide parking permits to clients for events.