Trine University - Fort Wayne
Assistant Director of Event Services
Trine University - Fort Wayne, Angola, Indiana, United States, 46703
The Assistant Director of Event Services plays a key role in supporting the ExecutiveDirector of Camps, Conferences, and Events by helping lead the event services teamin delivering high-quality, customer-focused experiences. This position is responsiblefor coordinating the use of campus spaces and university resources, working closelywith multiple departments and organizations to plan, execute, and oversee the setupand teardown of events.
The Assistant Director serves as a central liaison between the university and internal/externalclients, ensuring that all space usage aligns with institutional goals and standards.This role also leads initiatives to enhance customer satisfaction, actively monitorsservice quality, and contributes to the continuous improvement of event operations.
Essential Duties and Responsibilities
Serve as a primary point of contact for internal and external clients to ensure eventneeds are clearly communicated, understood, and met. Build strong relationships withcampus departments, student organizations, and outside groups using university spaces. Contribute to the planning and execution of large-scale university events (e.g., Commencement,Homecoming, orientation, athletic tournaments). Assist in the development and enforcement of university event policies and procedures.Ensures events comply with safety regulations, facility guidelines, and schedulingprotocols. Maintain inventory of event-related equipment and supplies; coordinate repairs orreplacements as needed. Responsible for the coordination of rental supply vendors for events when required. Manages the setup and logistics for events, meetings, camps, and other space usage,ensuring appropriate placement of furniture, equipment, and resources. Oversees the coordination of internal and external support teams—including dining,media, campus operations, campus safety, and academic personnel—to ensure successfulplanning and execution of all events. Assist in maintaining event scheduling systems and ensuring timely updates and conflictresolution. Conduct walk-throughs of event spaces before and after events to ensure setup accuracyand facility condition. Support event risk management efforts, including coordination with Campus Safety,Operations, Fire Marshall, and compliance with liability policies. Coordinates event coverage by scheduling and supervising work-study students, eventstaff, and athletic team volunteers; manages work-study schedules in alignment withacademic calendars using Outlook. Processes payroll and manages all staffing needs related to event and camp studentworkers, ensuring accurate records and compliance with university policies. Train and mentor student staff and volunteers to ensure professional behavior andhigh-quality service at events. Designs and prepares detailed layouts for event spaces, ensuring optimal flow, safety,and functionality based on event requirements; collaborates with clients and facilitiesstaff to confirm setup accuracy. Analyze event operations and provide recommendations for improved efficiency, servicequality, and cost-effectiveness. Assist with Trine’s hospitality efforts across campus. Perform all other tasks as assigned Education and/or Experience
Two years of Customer Service, Sales or Hospitality Field experience preferred. HighSchool diploma or General Education Degree (GED) is required. Experience with MicrosoftWord, Publisher, Excel, Canva, and PowerPoint preferred. Trine University offers a comprehensive benefit package designed to provide a varietyof choices to best fit your needs and the needs of your family. Some benefits offeredinclude: Life Insurance – a variety ofvoluntary life options are available along with an employerpaidemployee life policy valued at 1½ times annual salary Financial Insurance – employer paid Long Term Disability and voluntary Short-TermDisability, Accident, Hospital Indemnity, and Critical Illness options are available Paid vacation and sick time Retirement – after one year offull-time service you are eligible for an employercontribution of 5% and upto an additional 5% employer match Education – after 6 months of full-time service, undergraduate education benefitsare available for employee, spouse, and dependent children The salary is competitive and commensurate with experience and qualifications. Trine University is an equal opportunity employer. Applicants are considered foremploymentwithoutregard to race, color, religion, sex, age, disability, national origin, genetic information,citizenship status, military status, or any other basis prohibited by law, unlesssuch basis constitutes a bona fide occupational qualification. Trine willcomply withits legal obligation to provide reasonable accommodations toqualified individualswith disabilities and for religious beliefs.
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Serve as a primary point of contact for internal and external clients to ensure eventneeds are clearly communicated, understood, and met. Build strong relationships withcampus departments, student organizations, and outside groups using university spaces. Contribute to the planning and execution of large-scale university events (e.g., Commencement,Homecoming, orientation, athletic tournaments). Assist in the development and enforcement of university event policies and procedures.Ensures events comply with safety regulations, facility guidelines, and schedulingprotocols. Maintain inventory of event-related equipment and supplies; coordinate repairs orreplacements as needed. Responsible for the coordination of rental supply vendors for events when required. Manages the setup and logistics for events, meetings, camps, and other space usage,ensuring appropriate placement of furniture, equipment, and resources. Oversees the coordination of internal and external support teams—including dining,media, campus operations, campus safety, and academic personnel—to ensure successfulplanning and execution of all events. Assist in maintaining event scheduling systems and ensuring timely updates and conflictresolution. Conduct walk-throughs of event spaces before and after events to ensure setup accuracyand facility condition. Support event risk management efforts, including coordination with Campus Safety,Operations, Fire Marshall, and compliance with liability policies. Coordinates event coverage by scheduling and supervising work-study students, eventstaff, and athletic team volunteers; manages work-study schedules in alignment withacademic calendars using Outlook. Processes payroll and manages all staffing needs related to event and camp studentworkers, ensuring accurate records and compliance with university policies. Train and mentor student staff and volunteers to ensure professional behavior andhigh-quality service at events. Designs and prepares detailed layouts for event spaces, ensuring optimal flow, safety,and functionality based on event requirements; collaborates with clients and facilitiesstaff to confirm setup accuracy. Analyze event operations and provide recommendations for improved efficiency, servicequality, and cost-effectiveness. Assist with Trine’s hospitality efforts across campus. Perform all other tasks as assigned Education and/or Experience
Two years of Customer Service, Sales or Hospitality Field experience preferred. HighSchool diploma or General Education Degree (GED) is required. Experience with MicrosoftWord, Publisher, Excel, Canva, and PowerPoint preferred. Trine University offers a comprehensive benefit package designed to provide a varietyof choices to best fit your needs and the needs of your family. Some benefits offeredinclude: Life Insurance – a variety ofvoluntary life options are available along with an employerpaidemployee life policy valued at 1½ times annual salary Financial Insurance – employer paid Long Term Disability and voluntary Short-TermDisability, Accident, Hospital Indemnity, and Critical Illness options are available Paid vacation and sick time Retirement – after one year offull-time service you are eligible for an employercontribution of 5% and upto an additional 5% employer match Education – after 6 months of full-time service, undergraduate education benefitsare available for employee, spouse, and dependent children The salary is competitive and commensurate with experience and qualifications. Trine University is an equal opportunity employer. Applicants are considered foremploymentwithoutregard to race, color, religion, sex, age, disability, national origin, genetic information,citizenship status, military status, or any other basis prohibited by law, unlesssuch basis constitutes a bona fide occupational qualification. Trine willcomply withits legal obligation to provide reasonable accommodations toqualified individualswith disabilities and for religious beliefs.
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