Project Coordinator: Reservations Coordinator

DepartmentMemorial Union (MUN)

Classification TitleProject Coordinator

Job TitleProject Coordinator: Reservations Coordinator

Appointment TypeClassified Staff

Job LocationCorvallis

Benefits EligibleFull-Time, benefits eligible

Remote or Hybrid option?

Employment CategoryRegular

Job Summary

This recruitment will be used to fill one full-time Project Coordinator: Reservations Coordinator position for the Memorial Union at Oregon State University (OSU).

This position is part of the Memorial Union Guest Services team and reports to the MU Event Manager. Serving as a representative of the venue, this role supports clients in planning and executing their events specifically for the facilities the MU is charged with. While not responsible for planning events in their entirety, this position collaborates closely with clients to ensure their event needs align with venue capabilities, policies, and resources. The primary goal of this role is to facilitate successful events that meet the needs of the client while upholding the standards and operational success of the Memorial Union.

To that end, this position provides guidance on venue-specific logistics such as layout, equipment, staffing, and timelines. They will rmend available services and resources that enhance the event experience for both clients and attendees. Strong knowledge of event operationsincluding scheduling, setup, monitoring, and post-event evaluationis essential to support a wide range of events across the facilities the MU is charged with. The person in this position must be wellanized, able to manage multiple events simultaneously, and maintainposure when responding to changing needs or last-minute requests. They must also effectivelymunicate and collaborate with individuals from diverse backgrounds and perspectives. Professional relationships with vendors, contractors, campus departments, and internal staff are essential to the successful execution of events.

The Memorial Union (MU) is the campus student union and a department of the Division of Student Affairs. The MU is geographically located in the middle of campus and is considered the living room of campus. The MU wees students, faculty, staff, visitors, and the localmunity, and relies heavily on student staff to help carry out its mission: to provide learning experiences and opportunities for personal growth in an open, inclusive, and resource-richmunity. Students and staff collaborate with a Student Advisory Board, which influences the character and scope of the department and provides budget rmendations for MU-managed facilities, services, and programs. The MU exists to develop students, create learning opportunities, and provide quality facilities and services that foster an inclusive andmunity-centered environment for building meaningful relationships.

This is a high-profile position that interfaces with Oregon State University (OSU) students, faculty, and staff. The impact of this role on a guest's experience and evaluation of the MU and the University is critical to strong customer relations and perceptions of OSU. This position regularly works with OSU leadership, including the Office of the President, Provost, and other administrative units, as well as conference and event services, academic colleges, and has a focus on recognized studentanizations. Confidentiality, discretion, and familiarity with meeting protocols are essential to success.

Success in this position also relies on an understanding and appreciation of the academic calendar and the potential conflicts it may present to client events. These conflicts can affect the availability of resources and the feasibility of client requests. The individual must policies equitably, assess unusual requirements, and navigate the institutional andanizational dynamics, culture, and political structures of the University.

The Event Coordinator will also serve on MU and OSUmittees and is encouraged to participate in regional and national conferences to remain current on industry best practices.

Why OSU?

Working for Oregon State University is so than a job!

Oregon State University is a dynamicmunity of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves we seek them out and take them on. We wee students, faculty and staff from every background and perspective into amunity w everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we knowledge, tools and skills to build a better future for all.

FACTS:

Top 1.4% university in the world

More research funding than all public universities in Oregonbined

1 of 3 land, sea, space and sun grant universities in the U.S.

2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

7 cultural resource centers that offer education, celebration and belonging for everyone

100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

35k+ students including more than 2.3k international students and 10k students of color

217k+ alumni worldwide

For more interesting facts about OSU

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers with benefits eligible positions that is designed to meet the needs of employees and their families including:

Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

Free confidential mental health and emotional support services, and counseling resources.

Retirement savings paid by the university.

A generous paid leave package, including holidays, vacation and sick leave.

Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

60% Reservation Management & Coordination

Use of software for event schedule, staff scheduling, room/space setup diagrams

Reviews event reservation requests to determine scope and resources needed, necessary contacts and required procedural administrative actions.

Reviews existing methods and procedures and modifies as necessary to eventpletion; reviews risk assessment, identifies difficulties and determines means of lessening or avoiding them.

Provides options to client for risk coverage defined by OSU practices and ensures proper guidelines are followed.

s with appropriate participants such as rentalpanies and vendors, Public Safety and Oregon State University Police, Corvallis Transit Department, OSU Office of Risk Management, OSU contracted security vendor, Parking Services, OSU Facility Services and Landscaping, and MU Building Services; seeks cooperation and input in event design and coordination from MU Events team.

Coordinates needed meetings to gather input from partners as needed, and to meet procedural requirements.

Identifies resources and administrative steps needed for eventpletion; develops event plan in consultation with client and appropriate participants; coordinates steps to ensure participation is planned with all groups involved in the production of the event.

Monitors event status to ensure progress towardpletion, required event planning steps arepleted fully and timely, vendors and event contractors are informed of progress, and all related people and groups are updated; modifies event plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments; upon eventpletion, prepares events files for invoicing and reviews final records to ensure documentation is appropriate andplete.

Represents the Memorial Union in meetings,mittees and administrative hearings in dealing with affected and interested individuals and groups concerning the event; moderates divergent viewpoints and helps build consensus among those involved appropriate to the event, processes and procedures.

Collaborate with MU internal departments, OSU departments, and external entities.

25% Administration, Student Training and Mentoring

Provide leadwork to a diverse group of student event coordinators and event specialists for the day-to-day oversight of events and client interactions.

Accounting: provide final billing to event contacts, request, receive and process vendor and contractor invoices; updated event costs accordingly.

Onboard and provide training to new student event coordinators with emphasis professional development and career readiness

Utilize various and inclusive training techniques to meet all levels of understanding and learning styles.

Assess skill sets learned though training utilizing MU learning and determine the proficiency of the current skill set for each employee

15% Project Management

Manage inventory of supplies, furnishings, flag rental and basic AV equipment in all MU facilities optimizing the flow necessary for event success.

and database oversight for events to ensure accuracy.

Perform annual inventory on events furnishings, supplies and equipment.

Create replacement plan for inventory in conjunction with supervisor.

What We Require

Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program. A Bachelor's degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two years of the required experience. T is no substitution for the two years of administrative experience. Preference may be given to individuals with experience in a specialty area specific to the position opening.

What You Will Need

Experience in successful professional coordination of event reservations and event planning, management and coordination.

Commitment to promoting inclusive work environments.

This position is designated as a critical or security-sensitive position; tfore, the incumbent must successfullyplete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; tfore, the incumbent must successfullyplete a motor vehicle history check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the motor vehicle check requirement.

What We Would Like You to Have

Exceptional customer service skills andmunication.

Four years' experience in successful professional coordination of event reservations.

Experience providing lead work for a diverse group of workers and student employees.

Experience working in or with a higher education institution, student union, or similar institutional operation, such as a hotel or club.

Knowledge of event space and meeting room configurations, including room capacity based on fire code and accessibility requirements.

Working Conditions / Work Schedule

Weekend and evening work will be based on scheduled events.

Must be able to lift and/or carry 40 lbs. of events equipment, supplies and materials.

Must be able to push/pull carts containing events equipment supplies and materials up to 40 lbs.

Must be able to drive ATV/golf/utility cart.

Pay MethodHourly

Pay Period16th - 15th of the following month

Pay DateLast working day of the month

Min Salary$27.92

Max Salary$42.72

Link to Position Description

42241

Posting Detail Information

Posting NumberP05262CT

Number of Vacancies1

Anticipated Appointment Begin Date08/15/2025

Anticipated Appointment End Date

Posting Date05/14/2025

Full Consideration Date05/31/2025

Closing Date06/15/2025

Indicate how you intend to recruit for this searchCompetitive / External - open to ALL qualified applicants

Special Instructions to Applicants

To ensure full consideration, applications must be received by May 31, 2025. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:

Michelle Rucker

Michelle.Ruckeroregonstate.edu

...

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public prior to hire.

OSU is a fair chance employermitted to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has critical or security-sensitive responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our including the section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relationsoregonstate.edu.