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Position Title: Event Services Assistant 
Enrollment in Tourism, Event, & Sport Management program REQUIRED.

REQUIRED Hours/Week: MUST work a minimum of 10 hours per week
REQUIRED Availability Hours/Week: MUST have a minimum of 12 hours of availability per week.

Department/Office: Campus Center

Hourly Wage: Starting at $11.00

Average Hours/Week: 10-15, 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.  

Event Scheduling

  • Serve as a point of contact for clients from beginning to end of event/meeting planning and implementation process
  • Utilize scheduling software such as 25Live 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 student organization event requests via 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 must be enrolled in the Tourism, Event, and Sport Management program within the School of Health and Human Sciences.
  • Candidates must be enrolled at IU Indianapolis and, if hired, must maintain enrollment during employment.
  • Candidates must have at least a 2.0 cumulative 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 set up furniture and technology equipment (up to 50lbs) 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 Profiles of Learning for Undergraduate Success (Profiles). Below are specific sample learning outcomes. 

Profile 1: Communicator
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
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
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
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