Event Services Assistant

Position Title: Event Services Assistant 
TCEM majors strongly preferred

REQUIRED Hours/Week: MUST work a minimum of 12 hours per week

REQUIRED Availability Hours/Week: MUST have a minimum of 14 hours of availability per week.

**For International Students – this means any second on-campus position could not require more than 6 hours a week if hired for this position. Please consider this before you apply for this job.

Department/Office: Campus Center

Hourly Wage: Starting at $11.00

Average Hours/Week: 12-15, additional hours scheduled as needed

Supervisor: Event Services Coordinator
 

General Purpose:

The Event Services Assistant helps with all aspects of event scheduling and management, as well as communication with clients hosting events and meetings in the Campus Center.
 

Essential Duties and Responsibilities:

Below is a breakdown of essential duties and responsibilities of the Event Services Assistant. Specific outcomes relevant for the IUPUI Profiles of Learning for Undergraduate Success (Profiles) are included in the Knowledge, Skills, and Abilities Gained section.
 

Event Scheduling

• Serve as a point of contact for clients from beginning to end of event/meeting planning and implementation process
• Utilize 25Live scheduling software to schedule a wide range of meetings and events in a way that supports the Campus Center staff and provides client satisfaction
• Assist with the processing of event requests in 25Live and The Spot student organization portal (requests, room confirmations, AV equipment needs, changes, setup notes)
• Utilize room diagram/set-up software to diagram event spaces to reflect client needs and setup instruction for Campus Center staff
• Serve as the primary event coordinator for one recurring event each semester (e.g., career fairs, conferences, etc.)
• Maintain an understanding of events taking place in the building to assist with daily management
   

Customer Service

• Provide high quality customer service to all clients and guests
• Communicate professionally and effectively with all clients through email, phone, and in-person meetings or walk-in consultations
• Utilize problem-solving skills to find creative solutions that work for both the client and Campus Center
   

Other

• Maintain an understanding of the Campus Center Policy Manual and Student Team Member Manual
• Work one shift per week with the Operations team, assisting with room furniture and technology setups for events, including locking and unlocking of rooms, turning on and setting up meeting room AV equipment
• Attend all area team meetings and training sessions; attend any required all-team meetings and training sessions
• Work special event shifts as needed
• Other duties as assigned
   

Minimum Qualifications:

Education and Experience: 

• Candidates enrolled in the Tourism, Event, and Sports Management program strongly preferred
• Candidates must be enrolled at IUPUI and, if hired, must maintain enrollment during employment.
• Candidates must have at least a 2.0 cumulative IUPUI GPA and be in judicial good standing at the time of application and, if hired, must maintain these standards during employment.
   

Knowledge, Skills, and Abilities: 

• Ability to make independent decisions to guide projects to completion
• Ability to propose recommendations and solutions to complex problems
• Ability to work with minimal supervision
• Ability to move and setup furniture (up to 50lbs) and technology equipment as needed
• Skills in delivering exemplary customer service
• Skills in event planning and coordination
• Strong time management and interpersonal relationship skills
• Skill in collecting, analyzing, and synthesizing information into written and verbal formats
• Skill in applying concepts and knowledge to solve complex problems
• Skill in communicating information to diverse constituents using an educational approach
   

Knowledge, Skills, and Abilities Gained in this Role:

As a result of employment, the team member will be able to demonstrate each of the IUPUI Profiles of Learning for Undergraduate Success (Profiles). Below are specific sample learning outcomes. 
 

Profile 1: Communicator 

The IUPUI Student conveys ideas effectively and ethically in oral, written, and visual forms across public, private, interpersonal, and team settings, using face-to-face and mediated channels. Communicators are mindful of themselves and others, listen, observe, and read thoughtfully, ask questions, evaluate information critically, create messages that demonstrate awareness of diverse audiences, and collaborate with others and across cultures to build relationships. Event Services Assistants display qualities of a Communicator by/through:

• Daily interaction with Campus Center clients via phone, email, and face-to-face discussion
• Transparency with event details on various levels
• Articulating the needs for events through written and verbal communication
   

Profile 2: Problem Solver

The IUPUI Student works individually and with others to collect, analyze, evaluate, and synthesize information to implement innovative solutions to challenging local and global problems.  Event Services Assistants display qualities of a Problem Solver by/through:

• Translating client wants/needs into understandable language for other team members
• Proactively searching for solutions through resources provided
• At times, working in a high-stress environment
   

Profile 3: Innovator

The IUPUI Student builds on experiences and disciplinary expertise to approach new situations and circumstances in original ways, is willing to take risks with ideas, and pose solutions. Innovators are original in their thoughts and ask others to view a situation or practice in a new way. Innovators are good decision makers, can create a plan to achieve their goals, and can carry out that plan to its completion. Innovators use their knowledge and skills to address complex problems in order to make a difference in the civic life of communities, and to address the world’s most pressing and enduring issues. Event Services Assistants demonstrate qualities of an Innovator by/through:

• Offering solutions to clients through past event expertise 
• Adapting to new situations that are presented on a daily basis 
• Utilize creative elements through space management & diagramming software
• Working under minimal supervision
• Grow personal professional development by experiencing hands-on, industry related, challenges
   

Profile 4: Community Contributor

The IUPUI Student is an active and valued contributor on the campus and in communities locally and globally. They are personally responsible, self-aware, civically engaged, and they look outward to understand the needs of the society and t heir environment. They are socially responsible, ethically oriented, and actively engaged in the work of building strong and inclusive communities, both local and global. Event Services Assistants display qualities of a Community Contributor by/through:

• Assisting in the coordination of community events
• Willingness to grow within the Event Services team to provide excellent customer and guest experiences
• Participating in team building activities outside of the workplace
• Accepting constructive criticism to build professional experiences