EVENT AND OPERATIONS COORDINATOR #00096579

Havener Center Operations

This position supports the Manager of Event Services by assisting with event reservations, scheduling, space management, and event coordination to ensure the successful planning and execution of university and community events. The role also coordinates departmental office operations, including administrative support, billing, office resources, calendars, and shared communications, while providing excellent customer service and collaborating with campus partners.

Key Responsibilities:

Client Communication & Reservation Management

• Serve as a point of contact for clients and manage reservation intake. In collaboration with leadership, review, approve, or decline reservation requests in EMS, while providing accurate estimates, drafting contracts, and ensuring all required approvals, documentation, and campus procedures are completed prior to event confirmation.
• Ensure the accuracy and integrity of all reservation data, including dates, times, room assignments, setup details, and associated event requirements, to support seamless execution and minimize operational errors.
• Monitor facility space availability across multiple venues, proactively identifying and resolving scheduling conflicts, and coordinating adjustments to optimize space utilization while maintaining alignment with institutional priorities and policies.
• Communicate clearly, professionally, and with a strong emphasis on hospitality and customer service with clients, campus partners, and internal teams to ensure expectations are aligned and all event details are accurately documented and executed. Foster a welcoming, approachable, and solution-oriented experience for all stakeholders while maintaining accuracy and consistency in event coordination.

Event Preparation & Partner Communication

• Coordinate comprehensive event logistics with internal campus partners, including facilities, custodial services, campus police, catering, parking, and IT, to ensure all operational needs are identified, communicated, and executed effectively.
• Review and assess upcoming events on a weekly basis in collaboration with the Manager of Event Services to verify accuracy of reservations, confirm setup requirements, and proactively address potential conflicts or operational challenges.
• Finalize event details with client and communicate detailed event setup plans to the Manager of Event Services, ensuring all logistical elements are accurate, complete, and aligned with event expectations; serve as a secondary point of contact for event logistics and coordination support as needed.
• Support post-event evaluation processes by participating in debrief meetings, analyzing feedback from surveys, and maintaining accurate documentation to inform continuous improvement and enhance future event delivery.

Invoicing & Post-Event Review

• Conduct weekly reviews of completed events in EMS to ensure accurate event reconciliation, update event statuses for invoicing, and oversee the timely preparation and distribution of invoices to clients in accordance with departmental procedures.

Departmental Duties

• Serve as department timekeeper by reviewing, verifying, and approving staff timesheets in accordance with payroll deadlines and ensuring timely and accurate submission.
• Manage departmental social media accounts by creating, scheduling, and monitoring content that supports engagement, communication, and departmental visibility.
• Oversee administrative operations by ordering office supplies, maintaining office equipment, and managing departmental calendars and shared email accounts to ensure smooth day-to-day workflow and communication.
  

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary

The anticipated hiring range for this position has been established as $19.25-$20.19 hourly.

Salary is determined by a variety of factors, including but not limited to, the individual's particular combination of education, skills, and experience, as well as organizational requirements.

Your total compensation goes beyond the number on your paycheck. The University of Missouri provides generous leave, health plans, and retirement contributions that add to your bottom line.

Grade: GGS 8
University Title: OFFICE SUPPORT ASSOCIATE
To review the University of Missouri's Staff Compensation Structure you can view the Job Code detail page. Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Applications will be accepted until this position is filled.

Employment visa sponsorship is not available for this position.

University Information
Missouri S&T is one of the nation's leading research universities with over 100-degree programs in 39 disciplines. It was founded in 1870 as one of the first technological institutions west of the Mississippi River. Located about 100 miles west of St. Louis in the vibrant community of Rolla, Missouri S&T is an accessible, safe, and friendly campus surrounded by Ozarks' scenery. Missouri S&T offers undergraduate degrees in engineering, the sciences, liberal arts, humanities, and business, with M.S. and Ph.D. programs available in many of the science and engineering programs. With over 7,000 students and 300 faculty, Missouri S&T is big enough to accommodate a broad population, yet small enough for individuals to build high visibility and impactful careers.

About Rolla
Rolla, Missouri offers several great advantages that help individuals enjoy a high quality of life. Rolla is an ideal place for families, with its low cost of living, excellent schools, safe neighborhoods, and a range of recreational activities suitable for all ages. The Ozark Scenic Riverways and beautiful landscapes offers abundant opportunities for outdoor enthusiasts of every lifestyle. With its vibrant community, Rolla hosts multiple events, concerts, art exhibitions, and theater performances throughout the year. The university's Leach Theatre showcases nationally renowned performers for campus and community alike. Overall, living in Rolla offers a high quality of life with a supportive community, affordable living, beautiful natural surroundings, and numerous opportunities for personal and professional growth.

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/departments-staff/human-resources/benefits-retirement

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Office of Equity & Title IX at 573-341-7734.