Special Events AV Technical Coordinator

Special Events AV Technical Coordinator

The primary focus of the Special Events Coordinator is to support all internal events from request to completion as well as provide support to the Conference Services Department and the Director of Auxiliary. Assistance for internal events includes professional and timely correspondence with the event requestor, knowledge of campus room capacities, familiarity with possible room setups, entering and managing room reservations to prevent room conflicts, and succinctly relaying the steps to request additional event needs, such as audiovisual equipment, catering, custodial services, and parking. Works with Director of Auxiliary Services to communicate event needs from organizers to various campus service providers. Provides onsite support for internal events, and external events as needed.

Responsible for overseeing the campus room reservation system by approving daily requests, running weekly operations reports, and attending weekly operations meetings. Position performs AV-related support for campus events, either organized internally or through an external organization, which rely on AV technology at the University. Position serves as technical consultant regarding design, implementation and use and limits of technologies at NDMU. All duties are performed with the highest level of customer service extended to every event organizer.

Essential Functions will include:

1. Researches, tests, configures, troubleshoots and maintains appropriate AV equipment and systems required to support events on campus. Gleans from interaction with customers and guests. Works with IT Instructional Services to establish campus standards relative to presentation equipment, policies and practices.
2. Works with IT as needed; establishes expectation regarding acceptable uses and limitation of CS&S support and contract support options. Ensures adequate support and help to determine appropriate support from IT as needed.
3. Develops on-line documentation for procedures in requesting equipment, basic equipment use, and user responsibilities for equipment.
4. Provides testing, training, and support in the use of audio/visual equipment: tuners, mixers and microphones, WiFi, and University digital signage. Reports equipment problems to IT.
5. Conducts routine audits of campus AV systems in established event locations. Recognizes that IT is responsible for the maintenance and repair of campus FFE (furniture, fixtures and equipment). Serves as an extension of IT in support perspective by reporting opportunities for upgrades, enhancements, and repair in a timely fashion commensurate with demand for equipment and facilities. Provides feedback regarding in-house and third-party repair and installation efforts as needed.
6. Attends weekly events planning meeting; provides direction and feedback to ensure that necessary equipment and resources are appropriately allocated.
7. Supports NDMU’s conferencing systems. Supports Skype, Skype for Business, Zoom, GoToMeeting, and Webex with Zoom being the desired campus standard.
8. Provides support for the Board of Trustees and appropriate executive leadership meetings. Sets up and manages devices, and related software tools and equipment.
9. Maintains inventory databases; Provides leadership and feedback regarding location and provisioning of AV closets, equipment, cable and termination field boxes inventory.
10. Receives and confirms room reservation requests, through 25Live, for all internal events. Provides resource information to those planning events, to ensure proper procedure. Before approving room reservation requests, reviews the availability of the requested room by looking at events scheduled before and after the specific request. Relays important information, including any fixed setups in a particular room, and builds in sufficient time to complete event setups.
11. Compiles and distributes the weekly Operations Report as well as all Security Reports, including the Space Activity Report and Space Lock/Unlock Report, as well as attending weekly Operation Meetings.
12. Supports Conference Services’ primary mission of generating revenue.
13. Provides rotating support during the evenings and weekends to include setting up equipment for events, monitoring facilities, setups, and services to meet the needs and desires of the group, and responding to emergency requests.
14. Supports internal event organizers, together with the Director of Special Events, with the planning process for large-scale, campus-wide, internal events, such as all Commencement events, Community Day, Friends and Family Weekend, Honors Convocation, Nancy Kreiter Research Day, New Student Orientation for all schools, Notre Dame Day, Speaker Series, and Reunion Weekend, etc.
15. Inputs and updates all class schedules for non-academic programs (Renaissance Institute and ELI) into the reservation system to provide an accurate facility use calendar.
16. Contributes to presentations, orientations, and/or trainings provided by Conference Services, including trainings for 25Live users and for Student Assistants.
17. Orders supplies, rental equipment, etc. as needed.

Qualifications:

• Knowledge: Bachelor's degree preferred. Knowledge of general office procedures, the basic event planning process, when and how to request event support from various campus service providers, and general wedding needs. Experience supporting AV systems and equipment in a campus or business environment required. Candidate must possess a working understanding of standard presentation and public access systems used to support teaching and/or lecture events. Must possess an understanding of basic Power Point techniques and have an understanding regarding the management of audio/video file streaming and basic content management technologies using both Windows and Apple platforms. Candidates should have a keen familiarity with Microsoft Office, Windows 7 and various computer equipment standards. Bachelor’s degree preferred.
• Experience: Must have a minimum of two years’ experience using multi-media, A/V, tuners, projectors, digital displays and basic workstation troubleshooting techniques. Experience with PC and Apple workstations and peripheral equipment required. Experience in event, hotel, or conference planning required.
• Skills/Aptitude: Outstanding customer service skills and excellent written and oral communication skills required. Successful candidate possesses exemplary level of professionalism, is detail-oriented, communicates with tact, and demonstrates strong organizational skills. Must be professional and flexible, with an ability to adapt and keep pace with changing workload demands. Must be able to concurrently coordinate multiple projects. Must have strong analytical abilities and problem solving skills and be forward-thinking in anticipating the needs of various events. Experience with Microsoft Office and a scheduling software system is required; prior use of 25Live is preferred. Is able to work independently, while regularly communicating the status of events, projects, and various other needs. Should have an understanding of conference and hospitality industry needs and expectations. Candidate must demonstrate the ability to troubleshoot and repair presentation systems. Must demonstrate a keen understanding of, and commitment to, a team-oriented work environment.
• Working Conditions: Will be required to work evenings and weekends when support for special events is needed. Position requires a flexible schedule and expanded hours.

All applicants must submit:

• Cover letter
• Salary requirements
• Resume
• Contact information for 3 professional references