Client Services Intern

GVSU - Conference & Event Planning - Grand Rapids, Michigan

Description

Overview

Reporting to the Client Services Manager.  This position works with and takes direction from the Client Services Manager.  Responsible for the scheduling of function space and coordination of conference and events for university departments and non-university groups at the Grand Rapids Campus.  This position assumes responsibility for coordination efforts to ensure seamless delivery of services.  Serves as the direct contact to conference organizers and participants, develops a positive support relationship to the academic community.

Essential Duties & Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties (continued)

1. Plan and coordinate conference and events for University and non-University groups.  Provide direct contact with conference coordinators of University and outside organizations.  Schedule and coordinate conference/event logistics, including food service, audio visual, and room set up.
2. Serve as an event liaison, meeting with clients and providing support to clients during events; serve as manager on duty providing supervision of support staff during events.
3. Process and provide oversight for all assigning events which do not require site familiarization by the client or actual event site management as follows.

• Obtain all pertinent information relative to the event.
• Determine suitability of the event for the University considering date, program, and University and department policies.
• Follow through with reservations and clearance (if needed) for use of facilities with appropriate personnel.
• Finalize assigned event logistics, identify special needs, and confer with the Client Services Manager or Director of Conference Planning & Hospitality Services when required.

1. Be thoroughly knowledgeable with all campus facilities and of all policies, personnel, and departments which impact the use/rental of facilities.
2. Determine and communicate anticipated service needs, including food service, audio-visual, security, and any special set-up arrangements with office colleagues, Public Safety, and Media Services.
3. Respond to inquiries for informational materials, formatting customized proposal letters to accompany promotional materials.
4. Coordinate and provide site visits for meeting planners, event contacts.
5. Develop and maintain positive relationships with University and non-University clients; effectively use interpersonal skills to deal with a diverse range of constituencies, exhibit excellent customer service skills.
6. Monitor, inspect banquet menu items and complete an event evaluation form as Manager on duty.
7. Requisition and closely monitor alcohol service during scheduled shifts.
8. Perform “hands-on” activities as needed, including set up, service, and teardown of related services.
9. Other duties as assigned.

Supervisory Responsibilities

1.  Coordinates assigned functions and events; directs support staff in ensuring the seamless delivery of services.
2. Reports to the Client Services Manager

Working Environment

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works indoors and will occasionally work outdoors.  The employee will frequently work evenings and weekends; primary hours fluctuate.  As work demand dictates, shift hours may vary from day to day.  It is expected that the employee will be onsite during Conference events which can begin as early as 6 am and conclude as late as midnight.  The individual will be expected to spend a considerable amount of time walking around campus facilities (two to three miles per shift) in order to provide necessary oversight and supervision.  The employee must meet deadlines with severe time constraints.  The noise level in the work environment is usually low.

A.D.A.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties and performed by the individual currently holding this position and additional duties may be assigned.

 

 

Qualifications

Qualifications

University Student pursuing a bachelor’s degree. HTM or related major preferred.  Hospitality, hotel/restaurant management or related field experiences a plus.  Demonstrated ability to independently organize, prioritize, and perform multiple tasks.  Must have excellent communication and customer service skills.  Works is fast-paced, with a multiplicity of detail.  Ability to maintain a satisfactory work performance and attendance record.  Proficient in the use of personal computers and software applications. 

Details

Type of Position: Part-Time / Internship Position
Segment of Industry: Meeting & Event Management
Salary: $13.00 / Hour
Hours: Up to 25

Company Information

GVSU - Conference & Event Planning
301 Fulton St. West
210 LV Eberhard Center
Grand Rapids, Michigan 49504
616-331-6634
Contact: Kari Czarnecki

How To Apply

Please apply through WorkDay positng.

Application Deadline: 10/31/2024

Additional Information

Please see what we're all about at Conference and Event Planning at our website:  www.gvus.edu/meetatgvsu. 

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Posted: 9/25/24