Work Days: Monday - Friday, plus some weekends based on business need.
Shift Start/End Time: 8AM-5PM
Hours Per Week: 40
Weeks Per Year: 52
Lead Events Facilities Specialist
Pay Status and Classification: Non-exempt, Regular full-time
Supervisor: Director of Special Events and Conferences
Position Purpose: Coordinates and organizes set-ups and breakdowns of all upcoming events. Coordinates and manages daily tasks driven from the Events department and interfaces with end user/event sponsors to ensure that set ups are what the event program requires. Coordinates pickup and delivery of various materials throughout campus as requested. Performs minor maintenance repairs in buildings associated with Campus Events.
Essential Responsibilities and Duties:
- Event Logistics: Reviews event work order requests for functionality. Plans timing sequence of all work orders prior to execution. Leads twice daily event meetings to review and schedule logistics of events; determines the order in which set ups will occur and breakdowns are needed. Coordinates daily work orders related to set-ups and breakdowns using iPad apps and other devices.
- Team Supervision: Supervises crew of full time, work study and temporary staff for event setup and breakdown of chairs, tables, and other furnishings for scheduled events on campus. Schedules work of Event Facilities Specialist and work study students accordingly. Trains staff in compliance with health and safety and risk management best practices.
- Inventory and Maintenance: Responsible for the inventory and upkeep of all College storage areas, including communication and collaboration with the Warehouse Supervisor position regarding warehouse inventory. Performs building inspections of event areas and either makes necessary repairs or notifies necessary Facilities Services departments via work order of issues found. Reports broken or worn equipment to the Facilities Services office for proper billing and order replacement. Performs inspections of residence hall rooms to determine if furniture is needed or in need of replacement. Removes furniture to/from residence halls often in excess of 100 lbs.
- Safety: Notifies the Director of Special Events & Conferences of any safety and/or security issues found on work assignments. Leads crowd management for large scale events. Participates in the snow removal process throughout campus including shoveling, snow blowing, etc. Other related duties as assigned.
- Associates degree or a combination of relevant education, training, certifications and work experience. Bachelor’s degree preferred.
- One year of experience in moving all types of furniture, books, boxes, etc., preferably in an educational institution or moving company.
- Competency in understanding event details and conceptualizing best layout with minimal obstacles and efficient use of staff.
- Available to work weekends and/or split shifts to accommodate special staffing needs for events. Acts as Event Coordinator, as needed, on evenings and weekends for major institutional events.
- Proficient in New York State fire code regulations and other compliance requirements.
- Must have knowledge of safe working habits/lifting techniques and an attention to detail of moving practices.
- Ability to lift heavy items often in excess of 100 lbs., stand, bend and stoop for extended periods of time.
- Ability to move between buildings.
- Valid New York State Driver’s License.
- Computer, iPad, and other portable device skills required.
- The ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, alumni, faculty, and staff colleagues.
- Able to anticipate, deliver on, and exceed the expectations of constituencies served e.g., students, faculty, alumni, supervisees, and colleagues, etc.
We are committed to recruiting diverse and excellent faculty and staff colleagues, and we recognize that successful candidates may come from a range of backgrounds. We know some job candidates may believe they need to meet every qualification listed in the position description, in particular the preferred qualifications. We encourage you to apply, even if you do not meet every one of the listed preferred qualifications.
Note: All new hires of Union College are subject to a thorough education, work experience, and criminal history background check.
The rate for this position is $18.00 - $20.00 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.
We offer exceptional benefits including:
- Generous Vacation, Sick and Personal Time
- Winter and Summer Recess Break in Addition to Paid Holidays
- Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
- Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
- Employee Scholarships toward Certifications, Seminars, Training and Professional Development
- Pre and Post Tax participation in a 403(b) Retirement Plan
- Salary Continuation Program in the event of Disability
- Tuition Assistance Program for Employee, Spouse and/or Dependents
If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at email@example.com or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.
Diversity at Union College
Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.
Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws and supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.
Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.