Events Specialist - Facilities

Coordinates and manages custodial, landscape, and maintenance aspects for University events. Responsible for event preparation and planning, customer interaction, and conducting debriefing meetings after each event. Ensures accurate cost analyses are complete and services are appropriately charged.

• Manages facility services for all University-wide and public events on campus. Collaborates with facility users to provide event planning assistance and guidance to determine levels of service required across all facilities management departments.
• Provides direction to facilities management Staff in maintenance, landscape, and custodial services. Oversees preparation for events and generates work orders for service needed prior to, during, and after the event.
• Develops facility labor budgets needed for event services, prepares cost estimates, and manages billing and chargebacks to events for labor and equipment. Makes recommendations for investing in equipment to aid events management.
• Supervises event services labor during complex events. Ensures a productive and safe work environment and maintains compliance with University policies and procedures, including applicable collective bargaining agreements. Ensures high level service that meets University needs and expectations. Serves as point of contact for customers utilizing facilities management services during events.
• Collaborates with facility management supervisors, managers, and directors to develop and enforce adherence to applicable policies and procedures to ensure University personnel, student, and public safety, as well as protection of university assets and facilities in compliance with local and state regulations.
• Oversees facility equipment rentals, vendor and contractor compliance, and compliance with University procedures and protocols.
• Investigates scheduled events that do not request service, and evaluates the impact on University operations. Ensures that departments are appropriately charged for services. Educates customers on services available, services required, and facilities procedures.

Minimum qualifications based upon job documentation and industry best practices. Any current employees not meeting these qualifications will be grandfathered until they move to a different job.

• Associate’s degree or two years’ college coursework in a related field from an accredited institution.

• Three years’ relevant experience.
• Supervisory or lead experience.
• Strong interpersonal, written and verbal communication skills.
• Office software skills, including word-processing and spreadsheets.
• Proficiency using and querying databases.
• Experience in event planning, scheduling or coordination.
• Knowledge of general facilities management equipment, practice and procedures.

• Ability to work irregular shifts and extended hours, including weekends and holidays.

• Supervisory experience in a collective bargaining environment.
• Experience administering a collective bargaining agreement.

• Relevant industry experience.

Office or other indoor work along with physical outdoor demands. Occasionally lifting or moving materials up to 25 pounds. Walking a minimum of 5 miles during events, including stair, steps and bleachers.

Work is performed with exposure to any number of elements which may occasionally require some precautions such as safety glasses, protective clothing, ear protection, etc.

Revised: 2024-04-30