Job Summary
The University Events Student Assistant supports the planning, preparation, execution, and breakdown of events and activities occurring throughout University of Tulsa facilities and outdoor spaces, including but not limited to the Lorton Performance Center, Reynold Center Arena, Chapman Stadium, Allen Chapman Student Union, and 101 Archer. Working as a member of the University Events team, the Student Assistant helps provide a professional, welcoming, safe, and well-organized experience for students, faculty, staff, guests, and community partners.
This position provides hands-on experience in event operations, venue management, customer service, hospitality, event technology, logistics, and university operations. Student Assistants work under the direction of University Events professional staff and may support events ranging from routine meetings and student programs to conferences, performances, lectures, ceremonies, receptions, donor and alumni events, and other major University functions.
Student Assistants are expected to demonstrate professionalism, dependability, sound judgment, initiative, and a strong commitment to customer service. Because events frequently occur outside normal business hours, this position may require evening, weekend, early-morning, and occasional holiday work.
Essential Functions (Responsibilities)
Event Setup, Execution & Breakdown
- Assist University Events staff with the preparation, execution, and breakdown of University events, productions, meetings, programs, conferences, and other activities.
- Assist with theatrical and stagehand activities, including event load-in/load-out, stage setup and breakdown, scenery, staging, orchestra shells, production equipment, and other backstage or performance-related tasks as assigned and appropriately trained.
- Set up and arrange tables, chairs, staging, podiums, linens, signage, stanchions, easels, trash receptacles, and other event equipment.
- Assist with resetting event spaces following events and returning furniture and equipment to designated storage locations.
- Review event spaces prior to guest arrival to ensure rooms are clean, organized, appropriately configured, and ready for use.
- Assist with event transitions when facilities have multiple events or room configurations scheduled during the same day.
- Support event staff during programs by responding to routine requests, monitoring event spaces, and assisting with operational needs.
- Assist with event check-in, registration, guest direction, ushering, wayfinding, and other front-of-house responsibilities as assigned.
- Support outdoor events, including placement and removal of event equipment, signage, tables, chairs, and other materials.
- Assist professional staff with maintaining appropriate event timelines and ensuring assigned tasks are completed promptly.
Venue & Facility Operations
- Support daily operations of University event and venue spaces as assigned.
- Conduct opening, closing, and event-readiness checks under the direction of professional staff.
- Assist with monitoring facilities during events to identify cleanliness, maintenance, safety, or operational concerns.
- Maintain organized event equipment and storage areas.
- Assist with routine inventories of tables, chairs, event supplies, signage, linens, equipment, and other University assets.
- Immediately report damaged, missing, unsafe, or malfunctioning equipment to professional staff.
- Help ensure event spaces remain professional, presentable, and welcoming throughout scheduled activities.
- Follow established procedures for facility access, keys, credentials, security, and building operations.
- Assist with basic venue opening and closing responsibilities when appropriately trained and authorized.
Customer Service & Guest Experience
- Provide courteous and professional assistance to students, faculty, staff, vendors, visitors, event clients, and community guests.
- Serve as a visible representative of the University during assigned events.
- Welcome guests and provide accurate information regarding event locations, building amenities, parking, accessibility, and other routine event-related questions.
- Assist clients with reasonable event-day requests within established University policies and event parameters.
- Recognize situations requiring professional staff involvement and promptly refer questions, concerns, complaints, or unusual requests to the appropriate staff member.
- Maintain a calm, helpful, and solutions-oriented demeanor during busy or changing event conditions.
- Help create an inclusive and welcoming environment for all University guests.
Event Technology & Equipment Support
- Support theatrical productions, concerts, performances, rehearsals, and other live events by assisting with basic lighting, sound, audiovisual, stage, and production operations under the direction of University Events professional or technical staff.
- Support the setup and operation of equipment such as microphones, presentation displays, projectors, basic sound systems, computers, and other event technology as assigned.
- Conduct basic equipment checks prior to events.
- Report technical problems promptly and assist professional or technical staff with troubleshooting as directed.
- Properly handle, transport, store, and secure University-owned event and audiovisual equipment.
- Students may receive additional training and assignments based upon demonstrated technical proficiency and operational needs.
Event Logistics & Administrative Support
- Assist University Events professional staff with event-related administrative and logistical tasks.
- Review assigned event information, schedules, diagrams, setup instructions, and other materials prior to beginning work.
- Assist with preparing event materials, signage, name tags, registration materials, programs, and other event supplies.
- Support event inventories, equipment tracking, and supply organization.
- Assist with basic data entry, filing, document preparation, and event records as assigned.
- Assist with gathering event information and documenting operational issues or post-event observations.
- Utilize University-approved software and technology systems as assigned and appropriately trained.
- Maintain confidentiality when working with event, client, student, employee, donor, or University information.
Safety, Security & Risk Management
- Follow all University policies, University Events procedures, emergency protocols, and applicable safety requirements.
- Maintain awareness of potential hazards within event and facility spaces.
- Promptly report spills, damaged equipment, blocked exits, trip hazards, suspicious activity, injuries, or other safety concerns.
- Maintain clear exits, corridors, stairways, and emergency access routes during event setup and operations.
- Follow established procedures for emergencies, severe weather, medical incidents, evacuations, fire alarms, and other unusual circumstances.
- Contact professional staff, UTulsa Security, emergency personnel, or other University resources as directed by established procedures.
- Never undertake activities outside the employee's training, authorization, or assigned responsibilities.
- Participate in required safety, emergency-response, crowd-management, or other operational training.
Teamwork & Communication
- Work cooperatively with University Events professional staff, fellow student employees, Campus Services personnel, and other University departments.
- Communicate professionally and respectfully with supervisors, coworkers, clients, vendors, and guests.
- Maintain timely communication regarding work schedules, availability, absences, delays, and other employment-related matters.
- Attend required student staff meetings, training sessions, and event briefings.
- Demonstrate flexibility when event schedules, room configurations, or operational requirements change.
- Assist other team members when necessary to ensure successful event execution.
- Provide appropriate shift-transition information when responsibilities are transferred between employees.
Other Duties
- Assist with special projects, major University events, and other operational needs.
- Perform other duties consistent with the scope and responsibilities of student employment as assigned.
Core Expectations
University Events Student Assistants are expected to:
- Report to scheduled shifts on time and prepared to work.
- Maintain dependable attendance and communicate scheduling conflicts in accordance with established procedures.
- Present a professional appearance appropriate for the assigned event or function.
- Wear a uniform, identification, or designated event attire when required.
- Demonstrate a positive, service-oriented attitude.
- Follow instructions and complete assigned tasks accurately and efficiently.
- Exercise good judgment and seek assistance when circumstances exceed their authority or training.
- Treat University facilities, equipment, clients, guests, and coworkers with respect.
- Maintain appropriate professional boundaries and confidentiality.
- Refrain from personal activities that interfere with assigned responsibilities while on duty.
- Represent the University of Tulsa in a professional manner.
Work Schedule
Work schedules are based on the operational needs of the University and the student's academic schedule and availability.
Event operations occur during daytime, evening, and weekend hours. Student Assistants may therefore be scheduled for, but not limited to:
- Weekday daytime shifts
- Evening shifts
- Weekend shifts
- Early-morning event setups
- Late-evening event breakdowns
- Major University events and ceremonies
- Periods of increased event activity during the academic year
Work hours may vary from week to week based upon event schedules. Student employment will remain subject to University policies governing maximum work hours, academic eligibility, Federal Work-Study requirements when applicable, and other student employment regulations.
Academic responsibilities remain the student's primary obligation, and scheduling should be coordinated accordingly.
Required Qualifications
- Must be currently enrolled as a University of Tulsa student and meet University student-employment eligibility requirements.
- Federal Work-Study employees must maintain eligibility for the Federal Work-Study program as determined by the University.
- Ability to provide dependable and punctual attendance.
- Ability to follow verbal and written instructions.
- Strong interpersonal and customer-service skills.
- Ability to communicate effectively and professionally.
- Ability to work effectively both independently and as part of a team.
- Ability to manage multiple tasks in a fast-paced environment.
- Ability to exercise sound judgment and recognize when assistance from
professional staff is necessary.
- Ability and willingness to work the Work Schedule as outline herein.
- Ability to maintain confidentiality and appropriately handle sensitive information.
- Basic familiarity with computers, email, and common productivity applications.
- Willingness to learn University event procedures, facilities, technology, and safety requirements.
Preferred Qualifications
Previous work, volunteer, extracurricular, or student-organization experience involving customer service, hospitality, events, recreation, theater, performing arts, conferences, student activities, facilities, or similar activities.
Experience assisting with event setup, guest services, venue operations, hospitality, or event production.
Leadership experience gained through employment, student organizations, athletics, military service, community service, volunteer activities, or other extracurricular involvement.
Interest in event management, hospitality, theater or performing arts, communications, business, student affairs, campus operations, or a related field.
Special Job Dimensions
This position requires regular interaction with students, faculty, staff, University leadership, alumni, donors, vendors, performers, invited guests, and members of the general public. Student employees may occasionally support high-profile, confidential, or sensitive University events and are expected to exercise appropriate professionalism and discretion.
The position involves significant physical activity associated with event and facility operations. Duties may include prolonged standing and walking; bending, reaching, pushing, pulling, carrying, and repetitive movement; and moving tables, chairs, event equipment, and supplies.
Student employees must be able to safely lift and move items weighing up to 50 pounds, individually or with appropriate assistance and equipment.
Work may occur indoors and outdoors and may occasionally involve exposure to heat, cold, rain, or other environmental conditions associated with outdoor event operations.
Event schedules frequently extend beyond normal University business hours. Evening and weekend work is an expected component of the position.
Training & Development
Student Assistants will receive training appropriate to their assigned responsibilities, which may include:
- University Events policies and procedures
- Customer service and hospitality expectations
- Event setup and room configurations
- Facility opening and closing procedures
- Event and audiovisual equipment
- Workplace and event safety
- Emergency and evacuation procedures
- Crowd management
- Accessibility and guest assistance
- University technology and event-management systems
- Equipment handling and storage
- Professional communication and workplace expectations
Additional responsibilities may be assigned as students demonstrate competency, reliability, leadership, and technical proficiency.
Experienced Student Assistants may be provided opportunities to serve in leading capacities during selected events, assist with training new employees, or assume additional operational responsibilities under the supervision of University Events professional staff.
Federal Work-Study & Institutional Employment
This position may be filled through either Federal Work-Study (FWS) or University-funded institutional student employment.
Students employed through Federal Work-Study must meet and maintain all applicable federal and University eligibility requirements. Federal Work-Study eligibility does not guarantee employment or a specific number of work hours.
Students who do not qualify for Federal Work-Study may be considered for institutional student employment based upon departmental needs, available funding, qualifications, and scheduling availability.
Regardless of funding source, all University Events Student Assistants are held to the same standards of professionalism, performance, conduct, safety, and customer service.
Disclaimer
This job description is intended to describe the general nature and level of work performed by student employees assigned to University Events. It is not intended to contain a comprehensive listing of every responsibility, activity, or task required of the position.
Responsibilities and work assignments may change based upon University operations, event schedules, facility needs, staffing requirements, and the direction of University Events and Campus Services leadership.
Student employees are expected to perform other duties reasonably related to the position as assigned and to comply with all applicable University of Tulsa policies and procedures.
About Us
The University of Tulsa is a student-centered research university that cultivates interconnected learning experiences to explore complex ideas and create new knowledge in a spirit of free inquiry. Guided by our commitment to service and inclusion, we prepare individuals to make meaningful contributions to our campus, our community, and our world.
The University endeavors to create and nurture an informed and inclusive environment in its workplace and educational programs. Affirmative action and equal employment opportunity are integral parts of the University not just because they are legally mandated, but because we recognize that the present and future strength of the university is based primarily on people and their skills, experience, and potential. The University does not discriminate in access to, or treatment or employment in, its programs and activities on the basis of race, color, age, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, veteran status, disability, genetic information, ancestry, or marital status. The University seeks to recruit, select, and promote students, faculty, and all other employees on the basis of individual merit.
