MINIMUM REQUIREMENTS:

Bachelor’s degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience (5 Salaried)

POSITION DESCRIPTION:

The University of Louisville is seeking the hire an Events Specialist II. The Events Specialist provides leadership and direct facility support for all programming regarding Student Engagement and all event execution at the Swain Student Activities Center (SAC ), The Red Barn, Miller Information Technology Center (MITC), and Strickler Auditorium. This position ensures a high-standard experience for clients by overseeing event support operations including audio-visual systems, managing technical logistics for events, and supervising professional and student staff. The Events Specialist collaborates closely with other campus departments, ITS, and external vendors to deliver seamless support and maintain efficient equipment functionality. In partnership with Events Team colleagues, the Events Specialist assists in generating revenue by delivering excellent service to external clients and maximizing the use of event facilities. The ideal candidate will bring expertise in event coordination and support, AV technology, and staff supervision and have multi-faceted experience working within a fast-paced, student-centered environment. This position occasionally works evening and weekend hours.

Preferred Qualifications

• Master’s degree in a related field
• Two (2) years of related experienc

Event Operations

• Ensure that all event function spaces are properly set according to client’s plans and departmental standards in a timely manner and are ready for use by clients
• Responds with urgency and courtesy to last-minute requests and ensure client needs and expectations are met and their event visions are realized
• Coordinates events within SAC spaces and provides oversight of approvals of equipment rental and usage
• Serves as a key member of the UofL Facilities/Events Team to ensure events run smoothly and client needs are met across the SAC, Red Barn, MITC, and Strickler Auditorium
• Provides leadership for daily operations and acts as the service host for events within reserved event spaces
• Collaborates with students, faculty, staff, and external guests to ensure a seamless experience
• Coordinates with event planners to prepare facilities to the highest standard and resolves any concerns promptly
• Ensures all facilities operate safely, securely, and efficiently to support campus engagement

Technology Services and AV Support

• Acts as the SME for AV operations within the SAC, Red Barn, MITC, and Strickler Auditorium
• Provides consultation to clients on AV capabilities and supports the setup, operation, and troubleshooting of AV systems during events
• Works collaboratively with ITS, campus videographers, and external vendors to support technological needs and align with campus-wide IT practices
• Responsible for maintaining, scheduling, and preparing AV equipment including sound systems, projectors, lighting, and microphones
• Tracks AV trends and ensures systems remain up to date and functional. Coordinates AV rentals and manages vendor relationships, deliveries, and invoices

Revenue Generation and External Relations

• Collaborate with the SAC Events Team to grow revenue from external clients through enhanced service delivery and efficient use of facilities including the Red Barn, MITC, and Strickler Auditorium
• Maintains a working relationship with the Louisville Convention & Visitors Bureau to promote university event venues to outside event planners and conference organizers

Supervision of Professional and Student Staff

• Directly supervises junior staff, assigning work, setting priorities, and supporting performance development
• Provides feedback and recognition to foster a productive team environment
• Indirectly oversees student staff, including hiring, training, scheduling, and evaluation
• Ensures appropriate staffing for SAC, Red Barn, MITC, and Strickler Auditorium events, as well as facility coverage in Bingham Humanities and Strickler Hall weekday evenings and on weekends

Equipment and Inventory Management

• Plans and communicates AV needs with clients in advance of events
• Oversees setup and strike of all AV and technical needs for scheduled programs
• Conducts routine maintenance on AV equipment (filters, bulbs, firmware/software), and maintains accurate documentation of all equipment, software, and supplies
• Serves as primary point of contact for repairs, parts, and technical service scheduling

Student Staff Training and Development

• Manages student staff involved in event operations and AV support
• Leads recruitment, training, and ongoing development of student employees
• Establishes learning outcomes, conducts performance evaluations, and holds monthly staff meetings to ensure consistent communication and engagement

Training and Capacity Building

• Implements customer service training to help staff learn how to provide an optimal level of service for users of the facilities
• Develops and implements training for non-technical staff (students, graduates, full-time) to ensure baseline AV competencies across the SAC, Red Barn, MITC, and Strickler Auditorium teams
• Creates documentation and guides to support basic AV use and troubleshooting

Administrative Responsibilities

• Submits departmental reports and actively participates in staff and client meetings
• Ensures documentation, scheduling systems, and staff assignments are up to date
• Supports internal evaluation processes and tracks event operations performance metrics

Reservation Oversight

• Provides oversight and planning for space use in Bigelow Hall and MITC for students, faculty, and staff
• Manages availability and readiness of event spaces to support academic and engagement-based programming

Facility Coverage - Academic Spaces

• Ensures Bingham Humanities 101 and Strickler 101/102 are staffed on weekday evenings and throughout weekends
• Provides basic AV assistance, monitors equipment functionality, and ensures client needs are supported before and after events

Preferred Qualifications

• Master’s degree in a related field
• Two (2) years of related experience

Work Hours and Location: This is a full-time, exempt position with a 37.5-hour regular workweek. Additional work hours may be required based on department needs, programming, staffing, and/or scheduling. The primary work location for this position is at the Belknap Campus. Occasional overnight travel (professional development, industry conferences) may be required.