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KU Alumni Association | Adams Alumni Center and Super Jay

Audio Video Support Specialist

Job posted 09/1/22 – Review of applications begins 09/26/22 and continues until position is filled.

Position Title

Audio Video Support Specialist

Job Classification

Full-time; Salaried Non-Exempt

Work Schedule

Flex scheduled Monday-Friday, 7:30 am – 4:30 pm 

Early morning, evening and weekend hours as needed for event support

Work Location

On-site

Salary Range

$47,000-$53,000

Reporting Relationship

Reports to Sr. Director of Programs & Event Services

Primary Accountability

The Audio Visual Support Specialist is responsible for scheduling, assisting and maintaining all Jayhawk Welcome Center and Adams Alumni Center event audio visual equipment and hospitality needs.  The person in this role will work closely with the Facility & Event Services teams to provide the highest level of customer service serving as the first impression of the Jayhawk Welcome Center/Adams Alumni Center.  This position will assist with duties concerning the success of events hosted in the Center.

Major Duties

  • Installation, maintenance, troubleshooting and/or repair of AV equipment and systems
  • Manage and support all monitors and equipment in public areas and meeting spaces to ensure they are in proper working order (inspect, troubleshoot & repair issues as they arise)
  • Meeting support for in-person, hybrid and virtual meetings
  • Provides instructions for the operation of equipment to non-AV employees.
  • Designs, plans, and oversees regular and special AV portions of events.
  • Develops, tests, edits, and produces presentations and other multi-format resources.
  • Work closely with the Facilities & Event team to ensure meeting room upkeep & cleanliness
  • Work with staff videographer for lighting and video production at events as needed
  • Continual learning and implementation of best practices for the event and AV industries
  • Collaborate with stakeholders both internally and externally to help them have successful meetings
  • Maintains a comprehensive understanding of the mission of the Alumni Association 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.

Additional Responsibilities

  • Monitor every meeting room and public space to ensure all equipment, sound, etc. are working properly (with the correct content)
  • Make recommendations and budget projections for equipment replacement, etc. as needed
  • Assist Event Team with set up/tear down for upcoming meetings & events
  • Troubleshoot exhibit areas within the JWC if issues arise
  • Liaison to various stakeholders including KU IT, outside technology vendors and internal content creators
  • Determine what works, what needs to be replaced/upgraded, added or removed in order to maintain or improve the visual and audio quality as well as user friendliness. Testing of the system in advance is needed, with several different input sources
  • 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.
  • Greet guests and visitors in a courteous manner and provide highest level of customer service.
  • Provide answers to questions as well as pertinent information regarding events hosted in the Jayhawk Welcome Center/Adams Alumni Center.
  • Provide support for on-site events as needed including reunions, student events, and home football tailgates which could include nights and weekends.
  • Able to direct facilities associates to ensure cleanliness, correct event set-ups and optimal staffing levels
  • A commitment to valuing diversity and contributing to an inclusive working and learning environment.
  • Handle confidential and non-routine information.
  • Punctuality, reliability, and professional attire
  • Other duties as required.

Qualifications

  • College degree and a minimum of 1-3 years of related work experience is preferred.
  • Demonstrated written and oral communication skills.
  • Excellent organizational skills.
  • Demonstrable knowledge supporting audio visual systems and hardware which includes troubleshooting and supporting video and/or web conferencing. Technology includes but is not limited to Microsoft Office 365 suite, Zoom, MS Teams, Skype, Crestron, and any other relevant streaming and/or share casting programs. 
  • Excellent interpersonal skills, including the ability to communicate and work effectively with team members from all departments, as well as externally with alumni, students, University colleagues, and vendors from diverse backgrounds and cultures.
  • Ability to maintain a high level of professionalism, discretion and confidentiality.
  • Strong project management skills and continual attention to detail in composing, typing and proofing materials. Must be able to establish priorities and meet deadlines.
  • Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands.
  • Position requires willingness to work nights and weekends as required.

Physical/Environmental Demands

  • Frequent: sitting, hearing, listening, talking (on phone, in person), reading (including computers screens, mail)
  • Often: repetitive hand motion (such as typing or picking), walking;
  • Occasional: work outside normal business hours including mornings, nights and weekends. Ability to reach, grasp, hold, lift, and place moderately heavy loads (up to 50 lbs.) using available resources; perform work above normal heights or in confined spaces; and exposure to noise and temperature variances at both indoor and outdoor events.

Additional Duties

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Equal Opportunity Statement

It is the policy and commitment of the KU Alumni Association to prohibit discrimination in employment practices, organizational activities and provision of services on the basis of race, ethnicity, ancestry, national origin, religion, age, gender, marital domestic partner status, sexual orientation, gender identity, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Above and beyond discrimination/harassment based on protected characteristics, the KU Alumni Association also strives to prevent subtler forms of inappropriate behavior (like bias and stereotyping). Whether blatant or hidden, barriers to success have no place here.

The KU Alumni Association is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please contact Dwight Parman at dparman@kualumni.org or 785.864.4763.

Application Procedure:

To apply, email a letter of interest (cover letter sharing why this position is of interest to you and what skills you bring that make you an ideal candidate for this position), résumé, and names and contact information for three professional references to dparman@kualumni.org (Microsoft Word or Adobe PDF formats only). Alternatively, the requested information can be sent to KU Alumni Association, Attn. Human Resources, 1266 Oread Ave., Lawrence, KS 66045.

Review of applications will begin September 26, 2022, and continue until the position is filled. Due to the sensitive nature of the position, a background check is required. Employment is contingent upon background and reference checks that KU Alumni Association finds to be acceptable. If you are called for an interview, you may be asked to complete our job application and bring it with you to the interview.

Alternatively, the requested information can be sent to KU Alumni Association, Attn. Human Resources, 1266 Oread Ave., Lawrence, KS 66045.