Skip to Main Content

Coordinator, Special Events

Please see Special Instructions for more details.

*All applications received by April 30, 2018, will receive full consideration.* This is a local recruitment. Out of area candidates will be responsible for travel costs for final in-person interviews and for moving costs, if selected. When prompted to do so, please upload a list of three (3) professional references.

Announcement

Details

Open Date 04/03/2018
Requisition Number PRN16775B
Job Title Coordinator, Special Events
Working Title Catering & Food Services Coordinator
Job Grade C
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary

Monday-Friday, 8-5
Some evenings and weekends may be required.

VP Area Academic Affairs
Department 00790 - Marriott Library - Operations
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 15.38
Close Date
Open Until Filled Yes
Job Summary

In coordination with the Events and Scheduling Coordinator, this position plans, implements and coordinates various details associated with meal planning and menu services at meetings, seminars, conferences, educational training, social events and other related activities; including multiple locations. Responsible for all food service within the Library. Provides customer service related to food service questions regarding conferences, events, classrooms and other special events. May be required to work occasional nights and weekends as events dictate. May supervise part time staff.

Responsibilities

This position is responsible for event coordination, menu planning, and catering coordination for all events hosted or managed by the Marriott Library.

Based on event details, chooses an appropriate menu that meets dietary restrictions, event size, location, and formality of event.

Identify and negotiate with vendors for food deliveries into the library.

Coordinate food and beverage setup and takedown with caterers.

Conducts needs assessment for catering needs.

Coordinates contracts for all vendors and monitors vendors for consistency and compliance with agreements.

Maintains a University Purchasing Card for the purpose of ordering food.

Assists department administrators in preparing annual budgets by providing data on catering needs for upcoming budget year. Monitors special event budgets.

Hires, trains, provides work direction, and oversees support staff and/or event management staff. Assigns all duties relating to catering activities.

Minimum Qualifications

One year administrative/business experience or experience working with and organizing events, social schedules, conferences, etc., or equivalency; demonstrated human relations and communication skills; and a commitment to provide excellent customer service required. 45 wpm typing may be required in some departments. Accounting/bookkeeping experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Two years directly related administrative/business experience working with and organizing catering, food service management, menu planning, etc., or equivalency; demonstrated human relations and communication skills; and a commitment to provide excellent customer service.

Demonstrated leadership skills in planning and supervising employees and processes.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Ability to possess and maintain a valid Utah Driver’s License.

Ability to possess and maintain a valid Utah Food Handler’s Permit.

Ability to work creatively, collaboratively, and effectively both as a team member and independently, and to promote teamwork among colleagues.

Ability to be proactive, flexible, and collaborative as a team leader in order to accomplish departmental, library, and institutional goals.

Must possess problem solving skills, excellent customer service skills, extraordinary organizational skills and have a polished, professional appearance.

Must be able to lift 50 lbs and set up conference furniture including tables, chairs and other equipment.

Demonstrated proficiency and capability with information technology systems in the context of an academic library.

Reading, writing, or speaking skills in a second language.

Type Benefited Staff
Special Instructions Summary

All applications received by April 30, 2018, will receive full consideration.

This is a local recruitment. Out of area candidates will be responsible for travel costs for final in-person interviews and for moving costs, if selected.

When prompted to do so, please upload a list of three (3) professional references.

Additional Information


The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.
To inquire about this posting, email: employment@utah.edu or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/TDD), email: oeo@umail.utah.edu.


The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.


This position may require the successful completion of a criminal background check and/or drug screen.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have at least one year administrative/business experience or experience working with and organizing events, conferences, etc., or equivalency?
    • Yes
    • No
  2. * Indicate your level of experience/expertise in accounting/budgeting for events, conferences, etc.
    • None
    • Minimal
    • Moderate
    • Extensive
  3. Do you have previous work experience in a college/university environment?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. List of References
Optional Documents
  1. Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  2. Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169