| JOB TITLE: Coordinator I, Special Events |
FLSA: Non-Exempt GRADE: B23 |
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LOCATION:
As Assigned
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PURPOSE AND SCOPE:
Oversight of Administrative functions in a large/significant division or area. Responsible for the coordination of support functions such as scheduling, maintenance, communications, equipment, workflows, supplies, information processing and staff support.
ESSENTIAL JOB FUNCTIONS:
Coordinates with internal and external executive-level staff to accomplish complex activities, such as scheduling, identifying outside speakers, and developing agendas or programs for non-local group meetings or events. This may also include conducting research and compiling information for reports and college projects.
Develops opportunities to promote College via community groups/presentations and maintains appropriate relationships with key stake holders.
Schedules appointments and maintains college special events calendars. Monitors the availability of meeting rooms throughout the campus.
Works cohesively with the college relations web architect to maintain college special events calendar.
Maintains print and electronic archives.
Tracks the routing of event requests through administration approval. Ensures approved paperwork is submitted to Business Office for proper billing.
Works with Food Services Department or External Caterers to ensure food and beverages are ordered for college events. Works with other internal staff (security, technology, President’s staff) to ensure events are managed properly.
Communicates (both written and verbal) the confirmation of special events to appropriate internal and external audiences.
Provides tours as necessary to college VIPS.
Coordinate all ordering of promotional specialty items for the college relations department.
Works a flexible schedule including some nights and weekends.
KNOWLEDGE, SKILLS, EXPERIENCE:
High School diploma required. Associate’s degree preferred. Five years experience in administrative support. Three+ years in coordination/supervision of administrative functions.
EQUIPMENT USED:
PC workstation running on a LAN in a Microsoft Windows environment, various software, calculator, printer (B&W, color), phone console, fax machine, photocopier, and other general office equipment. Media equipment. LCD projector. Ability to learn and maintain room scheduling software.
CONTACTS:
College/District Staff – Contact with Director of College Relations and College Relations Staff, office of the president, administrative staff, faculty, staff and students.
External – Contact with various service vendors, media and community partners.
COMPLEXITY/EFFORT:
Position involves attention to detail, accuracy and the ability to work on several tasks simultaneously. Specific deadlines must be met on a regular basis. Must be able to meet the needs of the Office of the President and the college as a whole. Time management skills will be necessary to prioritize and respond quickly, assist in coordinating all events, keep an accurate office calendar, and be available to ensure support of large events and projects. Adequate supervisory skills are necessary to effectively direct Part-time staff and student workers. Exemplary people and communication skills are critical.
WORKING CONDITIONS:
Work is performed primarily in a climate-controlled office environment with health and/or safety precautions. Frequent interruptions with telephone and physical interruptions at all times throughout the workday. Some evening and week-end work is required.
LAST MODIFIED:
Jun-08-2004