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Staff Assistant, Operations Coordinator for Events

Worcester State University
Massachusetts, United States
Salary Not Specified
Start date
Jul 22, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Facilities Management & Physical Plant, Conference & Special Event Administration, Student Affairs, Other Student Affairs, Student Activities & Services
Employment Type
Full Time
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About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at .

Job Description:

OFFICIAL TITLE: Staff Assistant, Operations Coordinator for Events
SUPERVISION RECEIVED: Director of Conference and Event Services
SUPERVISION EXERCISED: May supervise student employees, as assigned

General Statement of Duties: The Staff Assistant, Operations Coordinator for Events is responsible for managing operations for meetings/events organized for and by faculty, staff, students and external entities that contract with the University for conference and event services. They are responsible for managing the room reservation software including day-to-day system operations and software upgrades.


(E) = Essential

  1. (E) Executes logistical support for a broad range of internal and external clients using university facilities for events including: meetings, conferences, special events, and large-scale events.
  2. (E) Coordinates with various departments to ensure safe use of space and efficient timing of setups, equipment delivery, and facility turnover/room resets.
  3. (E) Oversees the set-up, operation, and tear-down of audio/visual equipment required for meetings and events on campus.
  4. (E) Provides on-site event management as required to facilitate operations and ensure all aspects of an event are carried out to the client's satisfaction. Responds to emergencies/problems as needed.
  5. (E) Assists in oversight of day-to-day actions of 30-40 part time undergraduate staff hired to execute room and audio/visual setups.
  6. (E) Assists senior staff with recruiting, hiring, training, scheduling, supervising, and evaluating student employees.
  7. (E) Manages off hours and weekend questions related to operational support of events on campus, as assigned.
  8. (E) Responsible for the overall system administration of the university's room scheduling software. Provides guidance, expertise, and oversight in the facilitation of efficient and optimized non-academic scheduling of university facilities.
  9. (E) Manages day-to-day room scheduling software system operations and infrastructure maintenance including, but not limited to: security group assignment; scheduling/editing blackouts; task flow management; and room and resource inventory updates.
  10. (E) Serves as the primary contact to room scheduling software end-users providing support, training, and managing rights/authorization within the system. Develops/updates training manuals/programs and conducts trainings for end-users on a regular basis. Provides assistance and information to end-users regarding facility use and capabilities. Maintains contact with end-users via telephone, email, and written correspondence.
  11. (E) Responsible for carrying out office/university policy with respect to the management of the room scheduling software.
  12. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
  13. (E) Responsible for contributing to the WSU Strategic Plan.
  14. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
  15. Performs other duties as assigned.


Required Qualifications:

  • Experience in campus center or other facilities management, setup crew supervision, or related conference operations, suitable to effectively perform this job.
  • Working knowledge of current technology in sound systems, presentation equipment, stage lighting, and stage equipment.
  • Ability to work effectively and efficiently with professional support staff.
  • Ability to supervise student staff effectively.
  • Excellent computer skills including working knowledge of room scheduling software; capacity to quickly become proficient in new software and software upgrades, and to train others.
  • Ability to handle multiple responsibilities simultaneously and meet deadlines
  • Ability to work well independently and as part of a team.
  • Strong organization, communication, and customer services skills.
  • Must be able and willing to work a flexible schedule, including nights and weekends as necessary.
  • Must be able to climb ladders to a height of 20' and lift objects of up to 30lbs.
  • Must be able to perform the essential functions of the position with or without reasonable accommodation.
  • Ability to pass a thorough background check.

Preferred Qualifications:

  • Bachelor's degree
  • Proficiency with room scheduling software such as 25Live, EMS or Ad Astra.
  • Experience with room scheduling software administration.

Additional Information:

Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.

The firm annual salary range for this full-time, exempt, benefited APA position is: $45,000 - $50,000.

Application Instructions:

All applicants must apply online at

Expected documents for submission include a cover letter, resume, and a list of three professional references with contact information. Applicants must complete the National Student Clearinghouse Authorization form or submit the official transcript of highest degree.

All information that can be uploaded to one's e-account should be done so by the applicant; information which cannot may be faxed to 508-929-8169 or emailed to, or may be sent to the following address:

Executive Director, Chief Human Resources Officer

Worcester State University

486 Chandler Street

Worcester, MA 01602-2597


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