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Operations Coordinator, Auxiliary Services

Wesleyan University
Connecticut, United States
Salary Not Specified
Posted Date
Aug 5, 2022

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Facilities Management & Physical Plant, Auxiliary Services, Conference & Special Event Administration, Student Affairs, Student Activities & Services
Employment Type
Full Time
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Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
Wesleyan Auxiliary Services enhances the campus community by providing a variety of services to support campus life for students, staff, alumni and guests. Auxiliary Services is comprised of six areas: Operations, Reservations & Conferences, Retail Services, the WesCard Office, Dining Services, and Mail Services (WesStation).

Operations runs the day-to-day functions of the facilities that fall within Auxiliary Services including Usdan University Center, Fayerweather, and Memorial Chapel as well as providing event services Event Ticketing and Support.

Reporting to the Associate Director of Auxiliary Services, the Coordinator supports the Operations department by overseeing all building operations as well as providing support for ticketing and event services.

Working evenings and weekends during the academic year, the Coordinator will be a visible presence in the building and at locations where event ticketing and support is needed; meeting with students, staff and faculty to ensure high visitor satisfaction and create a welcoming environment within each facility.

During summer months, the Coordinator will work to a modified schedule to support daily operations in Usdan as well as onsite camp and conference groups. See below for sample schedules.

Responsibilities Include:

  • Monitor all activities in the facilities and conduct regular rounds to ensure welcoming conditions, safety, and security. When necessary, respond to facility issues and emergencies and determine appropriate course of action.
  • Supervise, direct, and support student staff in preventative maintenance, housekeeping, set-up, event support and ticketing, and audio-visual support; ensure student staff completes daily assignments.
  • Communicate regularly with the Assistant Directors to determine necessary areas of support and daily priorities.
  • Review bookings in EMS (Event Management System) daily, anticipate client needs, and address potential areas of conflict.
  • During summer months, work with the Reservations and Conferences Office to provide on-site support to camps and conferences.
  • Assist during major campus events such as Orientation, Homecoming, Reunion & Commencement, and others as needed.
  • Participate in training of student staff in facility management and event production.
  • Identify maintenance and housekeeping concerns and report through appropriate channels.
  • Manage the use of university facilities by internal and external groups; enforce policies as needed.
  • Assist with the set-up and/or break down of meeting rooms, audio visual support and event management for after hours and weekend hours during the academic year.
  • Provide data for facility use and staffing reports.
  • Recommend policies and operating procedures for housekeeping, event production, ticketing, facility management, and other areas as needed.
  • Perform other duties as assigned.

This position is an on-campus position scheduled to work 37.5 hours weekly. During the academic year, hours will fall mainly on evenings and weekends

Academic Year Sample Schedule:
Friday, Saturday, Monday, Tuesday – 3pm – 11pm
Sunday 11am – 7pm

During the summers, hours will reflect the change in facility hours on weekdays and weekends.

Summer Sample Schedule:
Friday – Tuesday 11am – 7pm

Minimum Qualifications
Bachelors Degree and a minimum of 2-years (Professional or relevant student experience) experience in facilities management, conference and/or event support, or a related field or an equivalent combination of education and training.

Strong attention to detail and presentation within a facilit.y

Ability to identify maintenance issues/concerns and follow-up accordingly.

Knowledge of event logistics and coordination of services.

Ability to multitask and prioritize competing demands.

Ability to work effectively and flexibly with faculty, staff, students, and external clients in a fast-paced environment.

Ability to act quickly and independently to address and/or resolve client or facility issues.

Knowledge of basic operation of audio-visual systems.

Experience interpreting and executing process documents and directions effectively with minimal to no instruction..

Ability to stand for extended amounts of time and lift 40+ lbs with or without reasonable accommodation.

Demonstrated customer service orientation.

Availability to work a flexible schedule including evenings and weekends during the academic year and a daytime schedule during summer months.

Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.

Preferred Qualifications
Proven ability to direct and motivate

Previous related experience in a university center or student union.

Familiarity with EMS Scheduling software.

Special Instructions to Applicants
The position is open until filled. For full consideration please apply by August 26, 2022, when first review of applications will begin.
Additional Information
All offers to external applicants are contingent on the candidate’s completion of apre-employment background check screeningto the satisfaction of Wesleyan University.

Wesleyan University requires proof of COVID -19vaccination andbooster(if eligible under CDC guidelines) or an approvedexemptionprior to first day of employment.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504, or any other non-discrimination policies should be directed to: Alison Williams, Vice President for Equity & Inclusion/ Title IX Officer, 860-685-3927,

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