Event Services Coordinator & Engagement Liaison

Customer Service

• Ensures a welcoming atmosphere for customers and guests and provides high quality services in a cheerful, timely manner.
• Greet guests and visitors in a courteous manner and provide the highest level of customer service.
• Provide answers to questions as well as pertinent information regarding events hosted in the Jayhawk Welcome Center.
• Help develop and implement marketing plans for the event center and services.
• Maintains a comprehensive understanding of the mission of the KU Alumni as it relates to the educational, research and service goals of the University with the ability to communicate the institution’s needs and priorities-both internally and externally.

Event & Hospitality Management

• Active participation in Operations & Engagement teams. Works closely with the Sr. Director of NextGen Jayhawks & Event Service, Assistant Director of Events, Senior Director of Facilities, and other staff to help manage department and event operations.
• Determines appropriateness and feasibility of events by communicating with customers to assess needs and objectives; coordinates services such as availability of rooms, food and beverage, audio-visual equipment, and other event needs; inputs details into the Event Management Software to create customized reports for KU Alumni leadership, customers, staff, and caterers as needed.
• Communicates detailed and accurate information to supervisors, peers, and other staff in a timely manner, enabling the execution of daily events. Monitors event activities and conducts post-event evaluations to ensure customer satisfaction. Directs and assists with the planning and execution of KU Alumni events hosted in the building.
• Develop relationships with caterers, AV companies and all others who provide hospitality related services to the Jayhawk Welcome Center.
• Serves as planner and day-of contact for University and Non-University events in the building, along with other Hospitality team members.
• Provide support for on-site events as needed including (but not limited to) reunions, student events, and home football tailgates which could include night and weekends.
• Able to direct facilities associates to ensure cleanliness, proper banquet event set-ups and optimal staffing levels

Engagement Liaison/NextGen Jayhawks Support

• Assists in planning campus visits for VIP students or prospective student referrals
• Meets with visiting families on an as needed basis
• Coordinates and executes recruitment touchpoints and initiatives for prospective NextGen Jayhawks
• Works alongside Admissions team to plan annual KU Winter Receptions
• Provides support for Admissions team needs in the JWC, pertaining to events

Administrative Support

• Creates and sends contracts for review and signature.
• Reviews and/or prepares banquet services invoices to ensure accuracy and timeliness.
• Prepares periodic written reports to document activities and accomplishments in relation to established goals and activities.
• Assists with developing and managing annual budget for areas of responsibility.
• Monitor and assist with KU Alumni email account(s) and calendars to ensure customer support and visibility of events in the facility.
• Learn and utilize content management system, the KU Alumni records database, audio visual equipment and event management software systems
• Handle confidential and non-routine information.