Student Operations Coordinators
I. SCOPE OF RESPONSIBILITIES:
Student Operations Coordinators report to the Program Coordinator and the Assistant Program Coordinators of the Healey Family Student Center and in his/her absence the Director of the HFSC. Student Operations Coordinators are responsible for day, evening, and weekend operations of the HFSC. The emphasis of this position is to greet clients at the information desk and to coordinate set-ups for conferences, meetings, and celebrations. Staff will also ensure the public safety of the HFSC guests within the facility during the days, evenings, and weekends. Training will be provided to staff at the beginning of employment.
II. SPECIFIC RESPONSIBILITIES:
A. Arrive to work 10 minutes before your scheduled time.
B. Obtain keys and appropriate set-up information for all events via the daily workflow. Lock/unlock rooms and doors as necessary.
C. Answer the phone courteously and direct calls as necessary while at the Information Desk.
D. Set up rooms for events when possible. Ensure that all equipment requested is clean in and placed the exact manner as
described on the set-up report (unless otherwise directed) - this will involve the setting of equipment (including tables and chairs) in accordance with reservation requests.
E. Perform building walk-throughs according to the daily schedule/workflow to ensure smooth general operations and public safety.
F. Assist event coordinator(s) with their event needs while enforcing the policies of the HFSC.
G. Interact with event coordinator(s) at least ½ hour prior to event start time to ensure satisfactory service and facilities, checks in periodically with the client during the event, and recovers all audio-visual equipment at the completion of the event.
H. Inspect meeting rooms for damages and file reports at conclusion of their assigned shift.
I. Complete working knowledge of all of HFSC AV systems in all venues.
J. Provide specific campus related information to all inquirers.
K. Update and maintain accurate materials, files and listings on all University and community information.
L. Maintain order in all storerooms and ensure that aisles and mechanical equipment areas are kept clear of equipment.
M. Frequent the retail areas of the facility and help secure each respective area at their appropriate closing time, if needed.
N. Identify maintenance discrepancies and forward them to the Director of the HFSC and record issues in the manager report.
O. Coordinate the lost and found procedures - including tracking all inventory, contact individuals with identified items with lost and found, contact the campus police for inventory transfer of lost and found items, and log all lost and found transactions.
P. Interact with Catering, Housekeeping, GUPD, UIS, and Facilities Management as necessary.
Q. Sign for deliveries and receive mail for HFSC staff.
R. Analyze inventory of all HFSC equipment by participating in weekly inventory checks and ensure all public area furniture are in working order.
S. Manage the daily operation of the Hearth and Outdoor Fireplaces.
T. Complete Manager Reports at the conclusion of each shift.
U. Ensure the facility is unlocked every morning and locked every night.
V. Assist in the training of new Student Operations Coordinators on operating policies and procedures.
W. Other duties as assigned by HFSC staff.
III. GENERAL QUALIFICATIONS:
- Strong communication (oral & written) skills
- Excellent customer service skills
- Able to lift items up to 30 pounds with most lifting done by two individuals
- Preference will be given to applicants with at least 6 months of previous work experience
This position works primarily days and nights and some weekends for 10-15 hours per week and is coordinated with up to 20 other Student Operations Coordinator staff. Compensation will be given according to the HFSC wage rates and guidelines.