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Event Operations Coordinator

POSITION TITLE

Event Operations Coordinator

REPORTS THROUGH

Manager, Event Operations

DEPARTMENT

Event Operations

SUPERVISES

Does not manage staff

LOCATION

Hybrid, heavier onsite

UPDATED

November 2022

SALARY

24.17 per hour


Why MoPOP

We’re really glad you’re thinking about joining the team at MoPOP! We believe pop culture is a universal language capable of building connections across a range of people, no matter our differences in race, religion, gender, age, sexual orientation, ability, education, socio-economic status, ethnicity, country of origin, or any other characteristic that makes us who we are. For more than twenty years, we have been showcasing how music, film, fashion, video games, sports, and more spark those connections and create a lasting cultural impact.

MoPOP provides both a physical space and an emotional and intellectual opportunity for people from any background to explore, find and build community, and recognize their own creative potential. This applies not only to our guests, but also to our staff — be it in designing an educational program to engage the next generation of creators, trying to reach a new audience with a marketing initiative, preserving an artifact in our collection, or providing excellent customer service to a visitor. If this sounds like something you’d be into, we’d love to hear from you!

MoPOP’s Mission and Commitment to Diversity, Equity, Inclusion, and Accessibility 

Our mission is to make creative expression a life-changing force by offering experiences that inspire and connect our communities. A nonprofit grounded in five core values — open arms, creative exchanges, light bulb moments, pursuing excellence, and excitement — MoPOP is actively committed to ongoing learning in the areas of diversity, equity, inclusion, and accessibility (DEIA). In partnership with our community, we hope to also develop safe spaces for their application. This includes taking steps to continue increasing our awareness of institutional “-isms,” as well as uncovering and undoing the ways they show up in museum culture. We recognize this is a process that requires intentionality, energy, and resources, and we are developing a DEIA framework that can cultivate a work environment and museum experience that is truly welcoming for all.

We are committed to creating an inclusive and equitable workplace, and we are proud to be an equal opportunity employer. We believe that having staff, interns, and volunteers with diverse backgrounds enables us to better meet our mission and encourage BIPOC, women, and LGBTQIA+ individuals to apply. We acknowledge that our work to build safe spaces and better systems for traditionally marginalized groups is ongoing and will require constant vigilance and expect all MoPOP employees to be part of our DEIA journey.

Position Summary

The Event Operations Coordinator (EOC) supports the administrative, organizational, and operational functions of the Event Operations team, ensuring efficiency and consistency in implementing department processes, data management, and communication. This role also provides planning and logistical support for all internal and external events with a variety of complexity and supports our team of event managers as needed.  The EOC supports internal stakeholders in the creation and maintenance of an organization-wide calendar events.

Essential Job Functions (other duties as assigned)

  • Coordinates all administrative and operational functions of the Event Operations Team. Maintains consistent office hours as a resource to other departments and maintains oversight of daytime meeting rooms and community spaces.
  • Responsible for maintaining an accurate calendar of internal and external events, fielding internal booking inquiries, and managing holds, challenges, and confirmations in EventPro. This includes an overarching organization-wide calendar of events, tours, education programs, etc.
  • Conducts ongoing training across the organization on the internal booking and event planning process.
  • Processes internal event applications and associated work orders for onsite commercial filming/photography requests, educational programs, museum workshops, internal meetings, staff training, group sales orientations, community partner gatherings, luncheons, and other small daytime events as assigned.
  • Manages the administrative functions of the event management platform; builds and maintains an accurate database of inventory levels and current rates. Develops and maintains documentation of related processes and procedures and provides guidance to event managers ensuring that they are entering event information and work orders correctly and consistently.
  • Provides accounting support for the department through reconciliation, invoicing, reporting, and budget tracking. Assists with building pro formas and event production estimates. Manages the aggregated event budget for MoPOP events, tracking expenses, submitting invoices, and completing P&L statements.
  • Responsible for vendor sourcing, management, and rental fulfillment, including coordination and scheduling of load in, set up, and load out of rental items. Develops, maintains, and distributes Loading Dock grid to Control.
  • Responsible for filing tent, occupancy, and banquet permits with the City and ensuring that our events are in compliance with City codes and regulations.
  • Coordinates event security staffing needs – submitting Event Security Staffing Request Forms to our staffing vendor, tracking change orders and confirmations, preparing event one-sheets and other event-related supported documentation, processing End of Event Reports, entering in final door counts into the event management platform, receiving security invoices and entering final costs into EP.
  • Manages and maintains all EO equipment and supplies.
  • Maintains a working knowledge of all MoPOP event equipment including AV, staging, and technology, and establishes best practices in event production.
  • Responsible for ownership of all department calendar meetings and invites; produce and distribute meeting agendas, and meeting minutes in a timely manner.
  • Provides project management support for key initiatives.
  • Support our internal culture which inspires and empowers our staff to live our mission to its highest standards.
  • Contribute to a consistent customer service standard across all departments.
  • Work to ensure customer service is ingrained at the core of the team and is reflected outward to our guests and other staff.
  • Commitment to participating in anti-racism work, learning about the ways institutional racism impacts the workplace and supporting teammates in operationalizing DEIA strategies in the department.

Key Skills and Traits Required

  • Passionate about pop culture, connecting and inspiring communities through shared intentional, high-quality core value-based experiences, and working in an organization focused on building a healthy internal culture of empowered collaborators.
  • Values being highly organized, and detail-focused with the ability to multi-task on multiple workstreams and projects with changing priorities and deadlines.
  • Demonstrates excellent communication skills.
  • Proven ability to provide effective customer service for internal and external client groups.
  • Demonstrated initiative and flexibility in past roles and knows when to seek support from peers and managers.
  • Ability to work effectively in a collaborative team environment with a dynamic range of people.
  • Ability to think critically and creatively, ask questions, contribute ideas, and actively listen to and fairly consider others.
  • Available to work a flexible schedule both onsite and remote, and willing to work some nights, weekends, and holidays.

Preferred Qualifications (Education/Experience/Certifications)

  • Experience working in the events, arts, entertainment, or hospitality industry.
  • Experience managing booking/calendaring systems.
  • Museum and/or non-profit experience a plus.
  • Internal venue events team experience a plus.

Tools and Systems

  • Must be proficient in Microsoft Outlook, Word, and Excel.
  • Experienced in building presentation decks in PowerPoint or similar program.
  • Working knowledge of CRM and event management software such as EventPro, Ungerboek, and Social Tables.
  • Familiar with creating event layouts and floor plans using Visio or similar program.
  • Familiar with using virtual meeting and collaboration platforms such as Teams and Zoom.

Benefits

This full time position includes a generous benefits package that will be shared during the hiring process.


Reasonable accommodations may be made during the application or hiring process upon request, please contact jobs@MoPOP.org.

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