Campus Events & Facilities Coordinator

Job Description

Job Description

Job Purpose/Summary:

Mitchell Hamline School of Law seeks a Campus Events & Facilities Coordinator to oversee the scheduling and use of the School's event and meeting spaces. This position manages the campus events calendar, coordinates facility reservations, administers space-use policies, and partners with departments across the School to ensure events are supported with the appropriate operational services, including room setup, security, audiovisual support, catering, and custodial services. The coordinator serves as the central point of contact and workflow owner for campus event scheduling and facilities coordination.

Essential Duties and Responsibilities:

Event Scheduling

• Manage the institution-wide events calendar.
• Coordinate requests for classrooms, meeting rooms, and event spaces.
• Review event requests for completeness, policy compliance, and required approvals.
• Resolve scheduling conflicts and optimize space utilization.

Space Administration

• Administer policies governing use of campus facilities.
• Route requests requiring leadership approval.
• Maintain records, calendars, and documentation related to campus event scheduling and facility use.

Event Logistics

• Coordinate event support activities across Facilities, Information Technology Services, Finance, Security, and other service providers.
• Monitor event progress and ensure required support activities are completed.
• Serve as the central point of contact among requesting groups and campus service providers.

External Rentals

• Coordinate agreements, fees, certificates of insurance, and other required documentation for approved external users.
• Work with Finance to coordinate billing, collections, and final event charges.
• May work with external clients on event set and post-event close out.

Customer Service

• Guide faculty, staff, students, alumni, and community organizations through the event request and reservation process.
• Communicate expectations, timelines, and logistical requirements.
• Identify solutions when requests cannot be accommodated.
• Conduct post-event follow-up to confirm successful execution and customer satisfaction.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Knowledge, Skills and Abilities:

• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong customer service and interpersonal skills with the ability to work effectively with faculty, staff, students, alumni, vendors, and community partners.
• Evening or weekend work as needed to support campus events.
• Demonstrated ability to coordinate multiple projects simultaneously while maintaining attention to detail.
• Strong written and verbal communication skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Proficiency with Microsoft Office Suite and the ability to learn event scheduling and facilities management software.
• Ability to work collaboratively across departments and build positive working relationships.
• Ability to interpret and consistently apply policies and procedures.

Minimum Qualifications:

• Associate's degree or equivalent combination of education and relevant experience.
• Two years of experience coordinating events, facilities, operations, administrative services, or a related function.
• Experience providing outstanding customer service in a professional environment.
• Experience coordinating multiple projects with competing deadlines.
• Demonstrated proficiency with Microsoft Office applications.
• Valid Driver's License

Preferred Qualifications:

• Bachelor's degree.
• Experience working in higher education or another mission-driven organization.
• Experience coordinating facilities reservations or event scheduling.
• Experience using event management, room scheduling, or facilities management software.
• Experience coordinating external facility rentals.
• Familiarity with audiovisual, catering, and event support operations.

Pay Range:

The anticipated pay range for this position is $26.50 - $34.00 hourly, depending on qualifications and experience.

Benefits

• Health insurance
• Dental insurance
• Life/AD&D insurance (MHSL pays for)
• Optional Life Insurance
• Disability Benefits (MHSL pays for)
• Generous Holidays and Winter Break
• 403(b) Retirement plan (Generous MHSL match)
• Employee Assistance Program (EAP)
• Competitive compensation package

To apply, please submit a cover letter and resume. Review of applications will begin immediately and will continue until the position is filled or otherwise closed at the School's discretion.

Mitchell Hamline School of Law does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor.

Notice of Nondiscrimination re: Title IX Sex Discrimination

Mitchell Hamline School of Law prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions about sex discrimination or harassment to the Title IX Coordinator. The notice of nondiscrimination and information about reporting concerns is located on our website (https://mitchellhamline.edu/students/title-ix/).

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