The University of Minnesota Recreation and Wellness (URW) department is a part of the Office for Student Affairs and its mission is to enrich the campus experience and encourage healthy lifestyles. URW offers a variety of programming and facilities to accomplish that mission. This position works with the Facility Manager for Events and Operations to utilize space during lower demand times and generate rental revenue through the continual development of business for the department. The facilities include the 500,000 square foot University Recreation and Wellness Center which includes Cooke Hall and the University Fieldhouse as well as two outdoor spaces, the University Recreation and Wellness Sports Field Complex and the West Bank Fields. This position reports to the Facility Manager for Events and Operations. This position also works with student event staff of roughly 1.0 FTE’s to accomplish event setup, supervision, cleanup, and other tasks required by events. The position works closely with the rest of the professional and student staff on the facilities team to make general facility operations as smooth as possible, and in particular the Senior Manager for facilities who sets the internal program schedules. Typical hours of work include late morning to early evening hours with occasional weekends.
The starting salary for this position is $39,000. Applications will be accepted through March 31, 2019.
Event Operations Management (50%)
Coordinate logistical business aspects of all event bookings of facility rentals in the URWC, Cooke Hall, University Fieldhouse, URW Sports Field Complex, Aquatic Lobby and West Bank Fields
Determine suitability of events for rentals based on departmental programming, open recreation needs and departmental and institutional mission
Continual correspondence with the client throughout the process to coordinate event logistics and details
Use independent judgement and problem solving skills with each client to minimize risk and ensure a successful event
Provide input on the development of marketing materials and market facility rentals to achieve growth beyond the current level of $340,000 annual revenue to help offset the department reliance on student fees
Prepare event documentation including lease agreements and accompanying exhibits consulting with Office of General Counsel and the Real Estate Office as needed
Coordinate and ensure procurement of all agreement requirements, including proper certificate of liability insurance and full execution of client agreements for all small-scale events
Collaborate with Environmental Health and Safety, Parking and Transportation Services, Facilities Management, Building Code Department, University Police, and various other departments to determine needs and obtain documentation and permits based on the details and requirements of the event
Generate comprehensive event information materials for student event staff and be available for decision-making and problem solving any issues or concerns
Review, enforce, and assist with the development of event policies and procedures such as reservation priority, cancellation, catering, and inclement weather while also navigating ambiguous issues that arise outside of those policies to ensure a positive impact on URW
Consult with vendors to coordinate and schedule deliveries and setup for events including caterers, furniture, supplies, audiovisual equipment, facility set-up, and ensure the event meets the quality expectations of the client
Maintain, troubleshoot, submit work orders, and regularly test audiovisual equipment to minimize down time
Develop fiscal year revenue goals with the Events Manager, generating utilization, revenue, outstanding business, and communication reports to evaluate success
Evaluate suitability of facility space for customer event goals and suggest alternative sites if we cannot meet those goals
Create detailed proposals for events, including timelines, layouts for set-up and take-down, caterers, vendors, staffing and budget
Customer Service (20%)
Deliver exceptional customer service, including proactively seeking out clientele and responding to issues or concerns that arise, ensuring all needs are met in regard to attention to detail, furniture, building cleanliness and overall satisfaction
Serve as liaison for clients and vendors on event-related matters and contribute to event promotion through positive client interactions
Attend and supervise external client use of URW facility space for high visibility and high-risk events
Manage stressful situations and resolve conflicts quickly, fairly, and effectively
Evaluate alternative solutions for successful event operation taking into account the impact on the larger facility activity
Manage on-site production and clean-up for events, hands-on as needed
Meet with potential rental clients from diverse organizations and backgrounds to develop long-term relationships, showcase the capabilities of spaces and draw from experience to determine event requirement
Manage all phases of the employee life cycle for student event staff (recruit, hire, train, supervise, develop and evaluate) including approximately 20 Student Event Supervisors and 2 Student Program Assistants
Ensure student employees are trained on safety in the workplace, proper use of equipment, problem solving skills for audio visual, enforcement of building and fire codes, proper lifting techniques, etc.
Contribute to campus student development goals by helping students recognize their responsibility and accountability in the event planning process, provide clear direction, act independently while also collaborating with others to accomplish their goals
Coach direct and indirect reports to grow skill sets related to supervision, leadership, conflict management, professionalism, accountability and more
Set work hours and schedules for all Event Staff, including shift times, staffing levels and coordination of event set-ups, tear downs, and event space turn overs
Provide professional development activities and training that further the supervision, student development, customer service experience, and knowledge base for all student staff on the events team
Respond to after-hour calls to support student staff and make major decisions during event crisis
Oversee facility operations as needed which includes resolving member conflicts, scheduling facility use through facility scheduling software, and enforcement of URW policies and procedures
Maximize facility software capabilities through regular collaboration with Event Management Software representatives, other URW staff, and colleagues across campus who also use this software
Communicate with full-time facility coordinators and managers about upcoming events and their impact on operations, relocating programs as needed
Contribute to emergency preparedness throughout URW spaces
Assist with maintenance and repair efforts through regular communication with colleagues
Create and maintain inventory of event-related equipment and supplies
Take an active role attending and presenting at professional conferences, workshops and projects on the local, state, and national level
Serve on committees, participate in meetings including monthly Conference and Event Services partner meetings, Campus Venue Group meetings, and other activities with other University of Minnesota organizations to promote and advance URW
Bachelor degree required or a combination of related education and work experience to equal four years
Demonstrated concise and logical written and oral communication skills
Must be able to move various event and activity equipment between rooms and storages for setup
One or more years of experience in facility operations or a campus recreation setting
An understanding and appreciation for creating and supporting diverse teams
Demonstrated abilities to work as part of a professional team that collaborates effectively with colleagues while also working independently
Experience using detailed organization, creativity, assertiveness, and adaptability to thrive in an environment that values high expectations, accountability, and balanced lifestyles
Strong commitment to support the University's goal of creating a positive and inclusive campus climate for all by advancing equity and diversity
Analytical skills to identify problems, assess alternatives, and render consistent, logical decisions
Experience with planning and executing events
*The Employer retains the right to change or assign other duties to this position.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
Internal Number: 329209
About University Recreation & Wellness, University of Minnesota
The University of Minnesota-Twin Cities is a classic Big Ten campus located in the heart of the Minneapolis-St.Paul metropolitan area. The University of Minnesota is one of the most comprehensive public universities in the United States and ranks among the most prestigious. It is both the state land-grant university, with a strong tradition of education and public service, and the state's primary research university, with faculty of national and international reputation.