Job Summary
Responsible for oversight of the campus store, campus cafe, dining and catered services, and conferencing and events services on APU’s campus to maximize the use of APU’s facilities while not in use for academic purposes.
Representative Duties
- Schedules and coordinates public events, seminars, conferences and services for campus and/or community organizations.
- Acts as APU’s representative in the community to build relationships to encourage the use of University facilities.
- Arranges various aspects of events such as catering, technology requirements, parking, staffing or other services.
- Schedules facilities and services for University and outside organizations’ events.
- Maintains facility use calendar and reserves appropriate space giving priority to academic and student users.
- Coordinates with renters’ representative to negotiate rental costs and determine contract requirements.
- Manage third-party event management software for operations within Conferencing Services and Dining Services.
- Coordinates with various University departments to fulfill event requirements and/or requested services including reserving rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining necessary records.
- Supports University Advancement efforts through assistance with special events.
- Maintains direct contact with personnel from outside organizations or University departments associated with scheduled events.
- Attends major events to facilitate operations and responds to emergencies, problems, etc.
- Represents University in public relations/liaison capacity on matters relating to events and at departmental meetings.
- Works closely with Finance and Accounting Department to ensure that internal and external users are billed and payments are received in a timely manner.
- Processes vendor invoices in a timely manner, in accordance with University policies and procedures.
- Maintains inventory of conference/events equipment.
- Prepares and monitors departmental budgets. Provides management with periodic reports of facility use.
- Organizes and accounts for the financial and staffing resources associated among these operations.
- Proposes and implements policies and programs governing operations under director’s oversight.
- Serves as the unit budget manager and supervises professional and student staff among the Campus Store, Ground Theory cafe, Dining Services, and Conferencing Services.
- Improves and expands upon existing sustainability efforts.
- Develop training programs for auxiliary staff including budget auditing, inventory, workplace safety, leadership and management.
- Implements comprehensive food hygiene and employee safety programs for all food services.
- Coordinates with members of the Student Affairs Team, collaborating with other offices to support student success.
Knowledge and Skills
- Knowledge of safe work practices.
- Knowledge of scheduling and contract administration.
- Knowledge of supervisory and leadership skills and practices.
- Skill in public relations and handling complaints with tact and professionalism.
- Skill in organization in order to coordinate several events simultaneously.
- Skill in both written and verbal communication.
- Skill in using in Microsoft Office suite.
- Basic skills in audio-visual technology.
- Basic knowledge in computer technology.
Minimum Education Qualification
Bachelor’s degree. Progressively responsible professional work-related experience, education, or training may be substituted on a year-for-year basis for college education
Minimum Experience Qualification
Non-Supervisory: Two (2) years of experience in facility and/or service administration and coordination including dining facilities or restaurant operations.
AND
Supervisory: Two (2) years supervising food service, restaurant operations, or facilities operations.
Minimum Certification Qualification
Serve-Safe manager certification required. TAP card required.
Additional Requirements
Required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events. Required to responds to after-hours/weekend conferencing needs. Possess current valid driver’s license. Ability to pass a driving history check and driving test. The position will have variable evening and weekend assignments usually related to student events, University special events, and catering functions. Basic first aid and CPR certification required within one month of hire.
Minimum Physical Requirements
The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit, reach with hands and arms; climb stairs; balance, or kneel. The employee must occasionally lift and/or move up to 25 pounds.
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