Production Services seeks a temporary, part-time Reservations and Event Coordinator who will provide primary administrative support to the Caine College of the Arts (CCA) Production Services Executive Director and is responsible for scheduling and contracting events in CCA venues by utilizing event software.

The successful applicant will have a high level of independent initiative, self-motivation, and a positive attitude, accept and respond positively to direction, complete projects independently, on time, and with precision, and maintain a positive customer service attitude and professionalism in all interactions with internal and external constituents, students, faculty, and staff.

Office Assistant: (50%)

• Performs office duties, including but not limited to answering phones, directing calls to appropriate parties, data entry, filing, and other general duties as assigned.
• Provides administrative support, including but not limited to scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies.
• Composes and word-processes various standard documents, correspondence, and reports.
• Confirm pricing and generate invoices for CCA events from EMS.  
• Supervises student office workers.
• Prepares work orders for events as needed.
• Greets and directs visitors.
• Creates and maintains a positive atmosphere of service in all interactions with constituents.
• Collects, sorts, screens, and distributes incoming and outgoing mail.
• Ensures the office and conference room are clean and professional in appearance.
• Other duties and projects as assigned.

Scheduling: (50%)

• Work with department staff assistants to schedule official CCA venues and spaces in Event Management System (EMS).
• Assist constituents by identifying and facilitating reservations for other options when desired dates/times in venues are unavailable via the EMS system.
• Update and maintain the master event/project calendar. Ensure all listings, including rehearsals, crew calls, and deadlines are up-to-date and accurate.
• Schedule and attend production meetings to gather project information to meet deadlines, making notes for the executive director and following up with staff and constituents as needed.
• Oversee and track the status of each event or project and assist in preparing all events, such as paperwork, checking out keys, parking passes, display tables, etc.
• Ensure that all scheduled events fall within Production Services and USU guidelines for appropriate usage and that each event is properly contracted to provide the appropriate certificates of insurance.
• Maintain all event-related records, including setup, technical needs, and contract information.
• Collaborate with USU’s Event Services in all aspects of event coordination and processes as requested by Executive Director.
• Contacts the Production Services team to inform them of any changes to events.
• Other duties as assigned.

Minimum Qualifications

• Two years of office experience; OR an associate degree/vocational training.
• One year in an environment working in a customer service position.
• Proven record of self-motivation and working independently.

Preferred Qualifications:

• Experience in and understanding and appreciation of the arts.
• Experience in Event Management Software (EMS) and/or Coursedog.
• Proficient in Microsoft or Google suite.
• Customer service experience in building scheduling.
• Experience working in a collegiate, academic, government or similar environment.

Knowledge, Skills, and Abilities

• Skilled with computer programs and related software.
• Excellent critical thinking skills.
• Engaging interpersonal interaction style.
• Responds positively to direction, correction, and criticism.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills and high attention to detail.
• Have a high level of independent initiative, self-motivation, and a positive attitude
• Excellent oral, written, and interpersonal communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work independently with minimum supervision.
• Can collaborate with various positions on department projects.
• Demonstrated record of excellent customer service skills.

Along with the online application, please attach:

1. Resume / CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”.
2. Name and contact information (including email and phone number) of three professional references to be entered at the beginning of your application in the Candidate Profile.
3. Cover Letter to be typed/pasted at the end of your application.

**Document size may not exceed 10 MB.**

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

The Department of Production Services is comprised of 4 full-time staff members, as well as many student workers. The department works with the Caine College of the Arts with marketing and various shows put on throughout the year.

The Caine College of the Arts (CCA) seeks to make the arts more visible, more innovative, and more fully integrated into the intellectual life of Utah State University and the communities it serves. The CCA is a collaborative community, representing the collective strengths and voices of the arts and it acts as a conduit for connecting people and programs. The CCA offers a visiting artist program that brings important artists, designers, and scholars to campus, is home to award-winning faculty, features a world-class performance hall, offers internships with prominent artists and designers, and operates several international study opportunities. The College houses the Departments of Art + Design, Music, and Theatre Arts, and is closely affiliated with the Nora Eccles Harrison Museum of Art on the USU campus.

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 04/2024

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023