Operations Coordinator

University of Tulsa - Tulsa, OK

Part-time

Tulsa, OK

About the position

The Operations Coordinator at The University of Tulsa plays a crucial role in the logistical planning, coordination, and execution of staff, equipment, and furniture for meetings, events, and conferences, primarily within the Allen Chapman Student Union and Mayo Village Activities Center. This position is pivotal in ensuring that all operations and services are executed in accordance with high customer service standards. The Operations Coordinator is responsible for front-line customer service, safety and security, emergency response, and effectively communicating Student Union and campus policies to customers and guests. In this role, the Operations Coordinator supervises approximately 20 part-time student Operation Assistants, overseeing their recruitment, training, scheduling, and evaluation. The coordinator is tasked with managing the day-to-day operations of the facilities, ensuring that all events are produced and executed in a high-quality and safe manner. This includes monitoring the facilities daily, communicating with Facilities Management and Custodial Services regarding maintenance needs, and ensuring that all equipment is operational and well-maintained. The Operations Coordinator also meets with clients during event execution to ensure that services, facilities, equipment, and staffing are satisfactory. They are responsible for maintaining accurate records of reservations and equipment inventory in event scheduling software, as well as ensuring that safety and security practices are followed for all building occupants, customers, and guests. This position may also involve managing special projects or other departmental responsibilities as required.

Responsibilities

• Oversees the day-to-day operations of Allen Chapman Student Union and Mayo Village Activities Center
• Manages and provides on-site facility and event management
• Monitors facilities on a daily basis and communicates with Facilities Management and Custodial Services related to maintenance or cleaning services needed
• Recruits, selects, trains, supervises, mentors, schedules, administers payroll, and evaluates student Operation Assistants
• Keeps record of all student Operation Assistants that have successfully completed trainings
• Schedules appropriate levels of student Operation Assistants to ensure all meetings, events, and conferences are produced and executed in a high-quality and safe manner
• Operates the various equipment for each event space and maintains operations manuals for all equipment
• Develops and implements procedures to troubleshoot and repair equipment, including the oversight of outsourcing major repairs
• Meets with clients during event execution to ensure services, facilities, equipment, and staffing are satisfactory
• Ensures accurate input and record-keeping for all reservations logistics in event scheduling software
• Ensures facility equipment inventory is kept accurate in event scheduling software and updates inventory as needed
• Monitors all event dates to ensure the needs of Student Union and Mayo customers are met and scheduling conflicts do not occur
• Ensures staff are following designated setup and strike timelines needed to ensure event and meeting rooms are prepared prior to client arrival
• Ensures safety and security practices are followed for all Student Union and Mayo building occupants, customers, and guests
• Provides immediate response to situations and communicates appropriately with Campus Security and informs supervisor
• Formulates and submits written incident reports immediately after situations occur
• Assists the student operations staff in day-to-day functions including event set up, furniture, staging and equipment placement, as needed
• Manages special projects or other departmental responsibilities for campus services

Requirements

• Bachelor's Degree required
• Basic knowledge of events and how they are organized/facilitated
• Ability to multi-task efficiently in a fast-paced environment, drive projects to completion, and act with a sense of urgency
• Extremely proficient with Microsoft Excel and familiar with Word, PowerPoint, and Outlook
• Excellent verbal and written communication skills, ability to communicate effectively at all levels of the organization and with external clients
• A collaborative team player, who can coordinate work effectively with employees, team members, and outside vendors
• Ability to maintain a high level of confidentiality
• High attention to detail, demonstrated practice of establishing effective priorities and meeting deadlines
• Strong customer service with a can-do attitude and strong interpersonal skills

Nice-to-haves

• Previous work at academic institutions preferred
• Crowd Control Certification preferred
• CPR / AED Certification preferred