Gresham, Oregon
Events Coordinator Job Opening in Gresham, Oregon - Applications will only be accepted at
Oversight and awareness of all events taking place on campuses. Coordinates, collaborates and/or assists in the scheduling of all high profile events, special events, meetings and community events occurring on the college campuses, including organizing and securing appropriate facilities and campus support services and resources, overseeing event contracts, ensuring invoicing of fee based events, and serving as functional administrator of the space scheduling database software with the technical support of IT. Participates and partners in community outreach efforts to increase community awareness and event revenue. Updates Facilities Management and affected campus teams with event lists and times to ensure system scheduling and energy conservation. Works with Web Services to implement and support interactive web calendars. Serves on committees to assist in establishing effective college and department policies, administrative regulations, and procedures regarding events and campus resources.
Essential Duties
Facilitates the scheduling of all high profile events, special events, meetings and community events occurring on the college campus using the space scheduling software. In coordination with all involved college departments, resolves conflicts, conducts rigorous analysis of events schedule, campus resources, college and facilities policies, administrative regulations, processes and procedures, and makes recommendations for smooth operations and improvements.
Partners with District Communications (marketing), community events and foundation teams in community outreach efforts as well as independent efforts to support events and bring in new event activites and revenue. Provides promotional material, displays and presentations as needed. Maintains relationships with existing community event participants to encourage re-occurring event space rental and activity.
Advises, provides training, and assists internal and external clients on processes and procedures dealing with the event scheduling. Serves as a liaison between clients and the college to provide efficient event planning services and to coordinate space and campus resources. Provides customers with tours of college spaces, cost estimates, list of resources available, and informs clients of compliance with college policies, administrative regulations, and procedures regarding events.
Coordinates and facilitates the use of facilities and other campus resources and support services in preparation for events: evaluates work orders and coordinates and schedules custodial, grounds, parking, maintenance, campus security, food-service, audio-visual and other resources as necessary. Keeps current in awareness of usable campus spaces and resources. Prepares, updates and publishes the monthly event master calendar for facilities event usage and provides updates to support other college calendars. May recommend staff resources needed, engage vendor services, order special equipment and serve as event site supervisor.
Maintains fee and reimbursement schedules for facility rentals. Tracks and reports costs associated with events, including property damage or other reimbursements, to ensure appropriate invoicing and account reimbursement. Route contracts, deposits and additional information to accounting in a timely manner to ensure accurate accounting of invoices billed, payments received and reimbursment of associated costs in compliance with college and state requirements. Maintains current record files. Provides documentation and confirmation of costs and reservations to facilities users.
Generates and revises contracts for special events; evaluates events for risk level in coordination with Risk Management. Makes recommendation for approval or denial of contracts. Reviews proposed contracts with the Vice President of Administrative Services before action. Amends contracts as needed for loss control measures. Informs room users of requirements and follows through with use agreement. Processes Certificates of Insurance and ensures proper contracts and related insurance certificates are on file. Ensures all events are properly documented, are approved and in compliance with college policies and procedures.
Serves as a peer functional administrator of scheduling software with other college schedule coordinators. Responsible for the overall college events calendar. Accountable for primary client-level administration of the standard scheduling software product. Collaborates with IT on system changes, updates and software functionality issues. Provides training and advises clients with user privileges in correct usage of the automated scheduling functions.
Assesses, designs and implements scheduling policy, procedure and guidelines jointly with scheduling software project team and with the position of Instructional Services Serves as a scheduling process liaison on college committees.
Additional Duties
Must be available for a flexible schedule for events coordination.
May be assigned to perform scheduling and event coverage for other departments, and act as a backup for Instructional Services or other college departments.
Performs all other related duties as assigned.
Minimum and Desired Qualifications:
Minimum Qualifications
Bachelor's degree in risk management, business technology, event planning, hospitality/tourism, transportation, or related certifications
Three years' experience utilizing integrated scheduling systems and software applications, including event scheduling and events coordination.
Demonstrated experience with successful community engagement, event creation, and public speaking including presentations in a community environment
Current driver's license, insurance and the ability to be insured by the college insurance carrier
** At the College's discretion, additional qualifying may be substituted, year for year, for **
Desired Qualifications
Four years of combined experience coordinating and analyzing a complex schedule of events, risk management and contract administration
Team collaboration and building consensus
Budget management and control, maintaining as a profit center.
Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs):
Knowledge, Skills, and Abilities (KSAs)
Requires high level organizational skills
Ability to handle high level multiple tasks, priorities, and meet changing deadlines
Ability to solve problems, make decisions that impact others, interpret data, develop plans and goals, and resolve conflicts
Possesses significant decision-making skills to determine security, training, reporting and facility user prioritization
Demonstrated ability in project and time management.
Excellent customer service skills
Excellent interpersonal skills
Excellent oral and written communication skills
Considerable knowledge using current computer software packages including word processing, database, e-mail, and desktop publishing applications, preferably within the Microsoft Office Suite
Additional Requirements
Must have or be able to obtain within 60 days of starting work: Data Prep R25 scheduling data base training, or current equivalent
Job Type: Full-time
Salary: $47,070.00 to $60,251.00 /year
|
