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Location

Ames, IA | United States

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Job description

Position Title:

Private Event Coordinator

Job Group:

Professional & Scientific

Required Minimum Qualifications:

Bachelor’s degree and 2 years of related experience

Preferred Qualifications:

Experience managing, planning small to mid scale events
Experience with catering and vendors
Experience with liability insurance and risk management
Experience with contracts
Experience with event budget management
Experience with database management

Job Description:

Summary
The Private Events Coordinator reports to the Director of Guest Services and Events and will be responsible for coordinating all private rental events, including, but not limited to, weddings at the Gardens.  Private Events are the third largest resource from the Gardens’ earned income.

The private event coordinator will be the main point of contact with all potential and current rental clients and will be responsible for meeting with the clients, determining client’s needs, initiating contracts, processing of rental deposits and fees and other services needed to ascertain customer satisfaction. 

The private event coordinator will also be responsible for coordinating space availability, ensuring that all contracts are signed, appropriate caterers and licensing are obtained.  This position will be responsible for maintaining the rental client database and monitoring revenue from private events.

The successful candidate will have the ability to work independently and in a team environment; manage multiple ongoing tasks and projects; be self-motivated, detail-oriented and able to meet deadlines; and possess strong written and oral communication skills.

Duties of this position require some evening, weekend and holiday hours. Saturdays required during peak season.

Example of Duties
• Plans, coordinates, publicizes, and implements events, conferences, conventions, meetings, etc.
• Facilitates event production.
• Coordinates logistics such as electrical, custodial, staging, lighting, sound, concessions, catering, security, transportation, and safety.
• Coordinates event staffing, which may include hiring and supervising event staff.
• Consults with clients on event planning.
• Coordinates contracts and letters of agreement for services and events.
• Markets services and venues to generate revenue.
• Creates strategies to increase utilization, events, and services.
• May assign work to other support staff.

Level Guidelines
• Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals
• Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues
• Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems
• Responds to a broad range of inquiries and requests
• May provide training and/or direction to lower-level staff
• May lead projects of moderate scope and complexity
• Provides guidance to students

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship.  

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

Time Type:

Full time

Pay Grade:

PS807

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:

1) Resume/Curriculum Vitae
2) Letter of Application/Cover Letter

If you have questions regarding this application process, please email [email protected] or call 515-294-4800 or Toll Free: 1-877-477-7485.

Why Choose ISU?
Iowa State University is committed to fostering a workplace of belonging, where diversity is celebrated and equity is a core value. Our Iowa State Employees enjoy comprehensive health and work life benefits, including medical and dental; as well as:
• Retirement benefits including defined benefit and defined contribution plans
• Generous vacation, holiday and sick time and leave plans
• Onsite childcare (Ames, Iowa)
• Life insurance and long-term disability
• Flexible Spending Accounts
• Various voluntary benefits and discounts
• Employee Assistance Program
• Wellbeing program

Original Posting Date:

February 8, 2024

Posting Close Date:

March 3, 2024

Job Requisition Number:

R13973

About Iowa State University

Iowa State University is classified as a Carnegie Foundation Doctoral/Research University-Extensive, a member of the Association of American Universities (AAU), and ranked by U.S. News and World Report as one of the top public universities in the nation. Over 36,000 students are enrolled and served by over 6,200 faculty and staff (see Ames, Iowa is a progressive community of 60,000, located approximately 30 minutes north of Des Moines, and recently voted the best college town in the nation (see Iowa State University is an equal opportunity employer committed to excellence through diversity and strongly encourages applications from all qualified applicants, including women, underrepresented minorities, and veterans. ISU is responsive to the needs of dual career couples, is dedicated to work-life balance through an array of policies, and is an NSF ADVANCE institution. Iowa State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status and will not be discriminated against.

Connections working at Iowa State University

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