Conference and Events Planner III (Multiple Positions) ( Student Unions)

Job title: Conference and Events Planner III (Multiple Positions) ( Student Unions)

Company: University of Arizona

Job description: Conference and Events Planner III (Multiple Positions) ( Student Unions)
Posting Number req6989
Department Arizona Student Unions
Department Website Link
Location Main Campus
Address Tucson, AZ USA
Position Highlights

The Arizona Student Unions is looking for three (3) full-time Sales & Event Planners (Conference and Events Planner III) to join our team. Event Planners (Conference and Events Planner III) handle several events weekly, monthly, and thousands of events yearly within the Student Unions and on campus. Each planner is responsible for a specific University of Arizona client base, which entails planning and executing custom events. Event Planners are also responsible for conducting sales prospecting with non- university clients with an expectation to generate and grow revenue. Each Event Planner has a sales revenue goal of over one million dollars. Event Planners (Conference and Events Planner III) are responsible for creating, crafting, and documenting all details of events in a complex contract. They also perform market research to maintain competitiveness with the private sector in regards to venue, food menus, pricing, and conference and event trends. This position must have experience and knowledge of food and beverage operations, service, and menu concepts. This position requires high levels of expertise in marketing, media, room set-up, sales, and excellent customer relationship management. This position is required to meet with clients both on and off campus, generate sales leads, generate sales contracts, and provide guided on site tours for clients. This position will entail the individual to work occasional weekends and nights. Attention to detail, problem solving skills, leadership and management skills are all needed for this position.
This position has outdoor events that require that they work outdoors and in the summer heat for the duration of the event. They do not perform manual work, they supervise and manage operations outdoors or in the heat.
The Student Union Memorial Center is one of the largest student unions in the United States. At a size of 405,000 square feet, SUMC contains everything students need.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here

Duties & Responsibilities

Essential duties and responsibilities:

  • Market, schedule, and manage a high volume of meeting reservations, low to high profile events, room selection, room layout changes, and catering needs for use by campus and outside organizations
  • Coordinate all types of events from start to finish, focusing on customer needs, logistics and operational capabilities, assessing client needs and requirements, and providing timely and effective solutions while staying on budget
  • Contact, nurture, and grow relationships with current, former, and prospective clients to market and promote catering and event services
  • Work directly with catering, vendors, and event services staff to ensure all event logistics and catering options/menus are presented to the customer accurately and effectively
  • Is present at events to coordinate with client, catering staff, facility operations, and culinary staff. May include weekends and nights
  • Ensure all food and beverage products are prepared and displayed according to specifications
  • Respond to facility rental inquiries and menu proposals quickly and courteously and ensure timely follow-up to each event including briefings, minutes, and thank you letters
  • Develop proposals for potential customers and coordinate pending bookings
  • Make daily customer service follow-up calls to validate satisfaction, resolve issues if necessary, and to coordinate pending bookings
  • Ensure that all appropriate communication for upcoming events is complete and distributed in a timely manner to the event service and catering teams
  • Create and monitor event orders and attend events as necessary or requires
  • Conduct tastings and presentations of catering menu items for existing and prospective customers.
  • React to customer issues and feedback in a timely and professional manner; communicate as necessary
  • Foster positive internal and external relationships being attentive, friendly, helpful, courteous, and professional in a pleasant demeanor
  • Provide exceptional customer service and perform all other job related duties as assigned
  • Must be able to occasionally move/transport up to 20 pounds
  • Must be able to drive to and from events around the university campus as needed
  • Additional duties as assigned by supervisor

Knowledge, Skills and Abilities:

  • Knowledge and proficiency with MS Office applications an experience with Event Management Systems
  • Skill in customer service, communicate and sales- both verbal and written
  • Ability to execute action plans to achieve results and functions independently and intuitively in a fast paced environment
  • Ability to multitask in planning and managing multiple events simultaneously
  • Organized and goal driven
  • Highly organized, detail oriented, and excellent problem solving skills, with the ability to juggle multiple tasks simultaneously and under deadline
  • Knowledge in room scheduling and rental, room set-up and audio visual components.

Minimum Qualifications

  • Bachelor’s degree in hotel/restaurant management or similar discipline AND 5 years of proven experience in hospitality, conference services, catering food service, or event management OR Any equivalent combination of experience, training and/or education
  • Experience with catering setup, menu and catering trends

Preferred Qualifications * Experience in creativity and sound business judgment

  • Experience in interpersonal, influencing, coaching, and conflict resolution

FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40+
Job FTE 1.0
Work Calendar Fiscal
Job Category University Operations
Benefits Eligible Yes – Full Benefits
Rate of Pay $48,786-$50,000
Compensation Type salary at 1.0 full-time equivalency (FTE)
Grade 8
Career Stream and Level PC3
Job Family Conference & Events
Job Function University Operations
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies 3
Target Hire Date
Expected End Date
Contact Information for Candidates Judy Harrison
Open Date 9/15/2021
Open Until Filled Yes
Documents Needed to Apply Resume and Cover Letter
Special Instructions to Applicant
Diversity Statement At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution and a Native American/Alaska Native-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Expected salary: $48786 – 50000 per year

Location: Tucson, AZ

Job date: Fri, 17 Sep 2021 02:19:14 GMT

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