Job Description:

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 writing event 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: Help update users and schedule all classes, meetings and conferences. Work with director on updating rooms, 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 to communicate 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. 

 

Required Education: Bachelor's Degree, AND: 

•  24 months experience in event planning and coordination, outreach or public relations.

Skills:

• Ability to speak, read and write clear, concise English


• Proficient in Microsoft Office Suite


• Able to communicate well and build rapport quickly with students, faculty, staff and clients


• Customer service


• Detailed oriented


• Time management


• Flexibility with many projects, deadlines and events going on at the same time

Certifications:

• Food Handler's Permit must be acquired within 15 days of employment


• Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date.

Advertised Physical Requirements:

• Ability to engage in repetitive motions and communicate effectively.


• Frequent exposure to pressure caused by deadlines and busy periods


• Requires contact with other departments and university officials.  


• May be required to travel.

Departmental Preferences:

• Approachable to all guests within the building


• Problem-solving skills


• Innovative thinking 


• Self-motivator


• Basic AV knowledge

Supervision: 1-7 Staff

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

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