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Event Services Assistant

Position Title: Event Services Assistant
Organization: Division of Student Affairs
Department/Office: Campus Center and Student Experiences
Hourly Wage: $10.15
Average Hours/Week: 10-15, additional hours scheduled as needed
Supervisor: Coordinator for Event Services
 
General Purpose:
The Event Services Assistant helps with all aspects of event scheduling, management, and communication with clients hosting events and meetings in the Campus Center.
 
Essential Duties and Responsibilities:
The below breakdown of essential duties and responsibilities of the Event Services Assistant also include applicable Principles of Undergraduate Learning for each duty/responsibility set. Specific outcomes relevant for each principle are included in the Knowledge, Skills, and Abilities Gained section.
Event Scheduling
·        Serve as a point of contact for clients from beginning to end of events and meetings
·        Utilize EMS scheduling software to schedule a wide range of meetings and events in a way that supports the student team and provides client satisfaction
·        Assist with processing of event requests in EMS and The Den (requests, room confirmations, AV equipment needs, changes, setup notes)
·        Utilize Social Tables platform to diagram event spaces to reflect client needs and setup instruction for fellow team members
·        Serve as primary event coordinator for reoccurring large events each semester (i.e. career fairs, conferences, Open Houses, etc.)
·        Maintain a daily understanding of events taking place in the building in order to assist with daily management
Customer Service
·        Provide high quality customer service to all clients and guests
·        Communicate professionally and effectively with all clients through email, phone, and in-person meetings or walk-in consultations
·        Utilize problem-solving skills to find creative solutions that work for both the client and Campus Center
Other
·        Work special event shifts as needed
·        Assist with room furniture and technology setups for events, including locking and unlocking of rooms, turning on and setting up AV equipment
·        Work at least one Operations Team shift per week in order to understand complete dynamics of event execution from beginning to end
·        Attend all area team and all-team meetings and training sessions
·        Assist with mail sorting and delivery; assist with locker rental process
·        Other duties as assigned
 
Minimum Qualifications:
Education and Experience:
·        Candidates enrolled in the Tourism, Event, and Sports Management program strongly preferred
·        Candidates must have at least a 2.0 cumulative IUPUI GPA and be in judicial good standing at the time of application
·        Undergraduate candidates and staff members must be enrolled in at least 6 credit hours, and graduate candidates and staff members must be enrolled in at least 3 credit hours.

 
Knowledge, Skills, and Abilities:
·        Maintain an understanding of the Campus Center Policy Manual and the Student Team Member Manual
·        Ability to make independent decision to guide projects to completion
·        Ability to identify program areas to be assessed
·        Ability to propose recommendations and solutions to complex problems
·        Ability to work with minimal supervision
·        Ability to move and setup furniture (up to 50lbs) and technology equipment as needed
·        Skills in delivering exemplary customer service
·        Skills in event planning and coordination
·        Strong time management and interpersonal relationship skills
·        Skill in collecting, analyzing, and synthesizing information into written and verbal formats
·        Skill in applying concepts and knowledge to solve complex problems
·        Skill in communicating information to diverse constituents using an educational approach
 
Knowledge, Skills, and Abilities Gained in this Role:
As a result of employment, the team member will be able to demonstrate each of the IUPUI Profiles of Learning for Undergraduate Success (IUPUI+). Below are specific sample learning outcomes based on the IUPUI+.
 
Profile 1: Communicator
The IUPUI Student conveys ideas effective and ethically in oral, written, and visual forms across public, private, interpersonal, and team settings, using face-to-face and mediated channels. Communicators are mindful of themselves and others, listen, observe, and read thoughtfully, ask questions, evaluate information critically, create messages that demonstrate awareness of diverse audiences, and collaborate with others and across cultures to build relationships. Event Services Assistants display qualities of a Communicator by/though:
·        Daily interaction with Campus Center clients via phone, email, and face-to-face discussion
·        Transparency with event details on various levels
·        Articulating the needs for events through written and verbal communication
 
Profile 2: Problem Solver
The IUPUI Student works individually and with others to collect, analyze, evaluate, and synthesize information to implement innovative solutions to challenging local and global problems. Event Services Assistants display qualities of a Problem Solver by/through:
·        Translate client wants/needs into understandable language for other team members
·        Proactively searching for solutions through resources provided
·        At times, working in a high-stress environment


Profile 3: Innovator
The IUPUI Student builds on experiences and disciplinary expertise to approach new situations and circumstances in original ways, is willing to take risks with ideas, and pose solutions. Innovators are original in their thoughts and ask others to view a situation or practice in a new way. Innovators are good decision makers, can create a plan to achieve their goals, and can carry out that plan to its completion. Innovators use their knowledge and skills to address complex problems in order to make a difference in the civic life of communities, and to address the world’s most pressing and enduring issues. Event Services Assistants demonstrate qualities of an Innovator by/through:
·        Offering solutions to clients through past event expertise
·        Adapting to new situations that are presented on a daily basis
·        Utilize creative elements through space management & diagramming software
·        Working under minimal supervision
·        Grow personal professional development by experiencing hands-on, industry related, challenges
 

 
Profile 4: Community Contributor
The IUPUI Student is an active and valued contributor on the campus and in communities locally and globally. They are personally responsible, self-aware, civically engaged, and they look outward to understand the needs of the society and t heir environment. They are socially responsible, ethically oriented, and actively engaged in the work of building strong and inclusive communities, both local and global. Event Services Assistants display qualities of a Community Contributor by/through:
·        Assisting in the coordination of community events
·        Willingness to grow within the Event Services team to provide excellent customer and guest experiences
·        Participate in team building activities outside of the workplace
·        Accepting constructive criticism to build professional experiences