Job Details

Coordinator - Scheduling/Event Services

Position Number: 6416013
Location: Orem, UT
Position Type: Conference and Events Administration

Coordinator - Scheduling/Event Services

Salary: $41,205.00 - $48,477.00 Annually
Job Type: FT Nonexempt Salaried Staff
Job Number: FY2604614
Closing: 8/4/2025 11:59 PM Mountain
Location: 800 W University Parkway, Orem
Division: VP Student Affairs

Position Announcement

At Utah Valley University, the Event Services/Campus Scheduling Coordinator plays a key role in creating memorable, seamless, and well-supported campus events. This position oversees the coordination and scheduling of all non-academic spaces and collaborates closely with a wide range of campus service providers-from catering and A/V to facilities and public safety-to ensure every detail is executed with excellence. The role supports both internal UVU stakeholders and external clients, serving as a trusted point of contact and logistics expert throughout the entire event lifecycle.

This position offers the opportunity to work in a fast-paced, highly collaborative environment where organizational and communication skills shine. By managing a centralized scheduling system, maintaining key documents and agreements, and overseeing resource allocation and billing, the Coordinator helps bring campus events to life while upholding policy and maximizing campus resource utilization. Ideal candidates will thrive in a service-oriented culture and find satisfaction in turning vision into execution through strong coordination, proactive planning, and operational oversight.

Summary of Responsibilities

System Management (centralized scheduling software): Responsible for all space updates, resource inventory, pricing structures, managing location specific information, and all department specific procedures. Responsible for all document management, location utilization approvals, and event confirmations through the centralized scheduling software. Assists in building and implementing new software components. Assists in compiling and publishing event information to the public UVU event website. Assists in maintaining accurate information and adding new content to the Event Services and Sorensen Student Center UVU webpages.
Social Tables: Maintains Social Tables layouts of all UVU event spaces. Responsible for event creating event layouts with correct location specific resources, in compliance with Safety and Fire Marshal approved capacities.
Scheduling Requests: Handles a high volume of campus scheduling requests. Directs and coordinates the operational planning of all assigned requests including Use of Premise Agreements, facility scheduling, staffing, technology services, event set-up equipment, safety logistics, day-of execution and/or other related issues. Collects necessary location utilization approvals from applicable campus departments.
Communication: Reviews and answers all phone and electronic correspondence related to internal and external events expeditiously. Provides customer service assistance when needed. Serves as point of- contact for all event clients throughout the entirety of the event planning process. Manages all contractual, insurance, and risk management documentation, including collection of insurance liability information, creating invoices, sending billing information to accounts receivable and managing client feedback surveys.
Coordination: Coordinates data distribution and delivers event reports to responsible parties with daily/weekly coordination depending on level of service provider involvement for an event. Schedules and runs coordination meetings with clients as well as coordinates meetings between clients and UVU's audiovisual event team.
Service Provide Information: Responsible for service provider specific information for every event. Communicates and provides documentation of specific needs related to A/V services, set up logistics, catering, safety/risk protocols, campus wide impact procedures, compliance with specific policies, documentation management, invoice/billing procedures, etc.
Perform other job-related duties as assigned.

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a bachelor's degree in a directly related field of study or a combination of education and experience totaling four years.

Knowledge / Skills / Abilities

Knowledge

Knowledge of 25Live or equivalent space scheduling utilization program.
Knowledge of Social Tables or equivalent room layout program.
Knowledge of complex event planning and logistical execution.

Skills

Skills with Microsoft Office programs.
Finely tuned organizational skills; accurate, detail and results oriented.
Skills in complex event coordination.
Excellent communication skills, including writing, proof-reading and speaking.
Excellent customer service and interpersonal skills with a high degree of professionalism.

Abilities

Demonstrated ability to plan and produce a variety of large scale, high profile public, complex events.
Ability to manage an entire event planning process from start to finish, coordinating the needed operations and
communications in a large complex institution.
Ability to foster a cooperative work environment.
Ability to organize, prioritize, and schedule resources and work assignments for every event service provider.
Ability to work collaboratively and harmoniously with co-workers, various campus entities, clients, and others by
sharing ideas and resources willingly, constructively and positively.

EEO Statement:

UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

To apply, please visit https://www.schooljobs.com/careers/uvu/jobs/5018101/coordinator-scheduling-event-services

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