Event Services Coordinator, Indiana Memorial Union

Department

INDIANA MEMORIAL UNION (BA-IMAU-IUBLA)

Department Information

The Office of Student Life is focused on building a strong foundation to ensure every students IU experience is positive, safe, healthy, and meaningful. The Office of Student Life and its 36 departments aim to help students navigate their time at IU, providing the tools they need to be successful in school and after graduation. Students are our priority, and their health, safety, and overall well-being are our core mission.

Job Summary

The Indiana Memorial Union (IMU) has been the heart of the Indiana University Bloomington campus for more than 100 years. Each year, thousands of students, faculty, staff, alumni, and guests enjoy the many amenities and opportunities the IMU has to offer. The Indiana Memorial Union (IMU) Meeting Services staff is responsible for handling all functions related to events and meetings within the IMU, making sure no detail is overlooked. With nearly 100 years of special event experience, about 50,000 square feet of meeting space, and almost 30 venue spaces to choose from, the IMU hosts over 12,000 events each year.

Department Specific Responsibilities

• First point of contact for the Meeting, Catering, Directors Office complex.
• Responsible for creating reservations, confirming and detailing events, invoicing, creating reports and other support documents.
• Coordinates basic design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.
• Answers guest and customer calls and emails and provides information related to event services.
• Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.

General Responsibilities

• Coordinates basic design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.
• Answers guest and customer calls and emails and provides information related to event services.
• Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.

Qualifications

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

Preferred

• Some prior experience in related field

SKILLS

Required

• Proficient written and verbal communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality

Working Conditions / Demands

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Indiana University Bloomington

This is an in person position

Advertised Salary

$18.17 per hour

Work Hours

Standard hours are Monday - Friday, 8:00am - 5:00pm.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Foundational

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana Universitys Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234