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University of Rochester Coord Special Events - 216682 in Rochester, New York

Coord Special Events

Job ID



Central Administration

Full/Part Time


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Full Time 40 hours Grade 052 UF&S Parking




Position Summary:

Coordinates, schedules, manages, and obtains resources for Transportation and Parking special event staff. Manages, works alongside staff during events, and sets priorities for both Campuses special event activities. Observes and educates staff on special event processes, and initiates positive improvements to motivate and build team morale. Coordinates special events in conjunction with Operations Manager, Supervisors, and assigned staff while maintaining open communications with all stakeholders. Manages billing to special event customers. Maintains special event resources and equipment needed for events (valet tickets, rubber bands, pens, podiums, and traffic wands, etc.). Makes recommendations on staff performance, training, and staff development. Works in coordination with Transportation Manager for growth, and awareness of sustainability initiatives.


Special Event and Visitor Parking Initiatives

  • Pre-Event Duties

  • Event coordinator will be responsible for working, assisting in the support and coordination of special events and will execute events and initiatives that increase event attendee satisfaction.

  • Coordinate logistics of parking for events throughout the year including onsite and offsite guest parking, valet parking and visitor parking at both the Medical Center and River Campus, including guests upwards to 7,000

  • Special Event services include providing parking accommodations such as Valet services, Traffic direction, and other duties as assigned to disabled guests. Working closely with the UR President’s Deputy Secretary of Board and President’s Event Manager for President and Provost special events, as well as working closely with MC and RC event coordinators/planners to ensure event success

  • Organize and lead pre-event and post-event meetings with event staff, and customers, to ensure and confirm event logistics

  • Determine number of staff required for each event in coordination with Operations Manager as well as lot availability; coordinate lot reservations to avoid double-booking

  • Communicate events and event details by placing all special events on Special Event Calendar, Operations manager’s calendar; and all supervisor’s calendars

  • Work closely with Transportation Manager to order event shuttles as needed

  • Listen to and respond appropriately to any event customer inquiries and concerns and respond professionally.

  • Works closely with Senior Leadership to review events for planning, budget resources needed, guest lists and communication. Meet to review post event follow-up. At event, greet senior leadership as they arrive and depart.

  • During Events Duties

  • Serve as point person for event coordinators/planners; working in conjunction with event planners

  • Provide leadership, motivation, direction and support of team; trouble shoot events to ensure all runs smoothly

  • Travel to and work onsite to ensure excellent customer service and quality delivery of service for events

  • Develop and maintain positive working relationships with event coordinators/planners and community partners to reach their goals and source staffing in support of their events; be available to work irregular hours, nights, weekends for all events if necessary and applicable

  • Listen to and respond appropriately to any event customer inquiries and concerns and respond professionally

  • Post Event Duties

  • Ensure external service providers and vendors properly complete Certificate of Insurance (COI); submit special event COI to Insurance Officer for approval as needed

  • Provide event metrics as required

  • Maintains records for future use for similar events or provide historical data to returning customers

  • Listen to and respond appropriately to any event customer inquiries and concerns and respond professionally

  • Assure all Special events resources are packed up and returned to base. Assure the Special Event area is cleaned, and maintained to reflect as when arrived.

  • Special Event Billing Duties

  • Monthly billing and collections of all special event and visitor parking revenue in Event Billing database (totaling upwards to $100K per year)

  • Add/approve/finalize events inT2 Special Events Management System

  • Create and send out event invoices to event customers as requested

  • Support monthly budget reconciliation of significant event revenue in ledgers as necessary

  • Research and provide event documentation for departmental accountants to balance their ledgers as requested

Transportation Sustainability Initiatives

  • Support and assist Transportation Manager with transportation sustainability outreach programs, efforts and other incentive programs including Zipcar, car-sharing and bicycle programs

  • Expand campus transportation sustainability awareness and informational campaigns

  • Develop and manage marketing of current transportation sustainability programs

  • Create and maintain sustainability statistics; organize and benchmark all applicable sustainability performance and goals

  • Attend industry events to support and advance our sustainability profile

  • Help to identify and propose sustainability programs that can be built into our core business strategies

  • Perform other administrative duties as required


High School diploma or equivalent; excellent interpersonal and communication (written and oral skills). Knowledge of data entry, ability to work with mainframe and computer applications and programs preferred. Must possess valid New York State driver’s license with University approval required of "suitable” past driving record; which entails per Risk Management guidelines, no more than 2 points maximum. In addition, must have drug testing and police background check. Must also have a preplacement health assessment with Tuberculin skin test and tetanus diphtheria shot, MMR vaccine. Annual screening for P.P.D., blood and tetanus will be done by UHS.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled