Events Coordinator - Office of Special Events

Location
Claremont, California
Posted
Mar 22, 2017
Institution Type
Four-Year Institution

BASIC FUNCTION:

This position is responsible for coordinating a wide-range of College events—events associated with donor relations (Res Publica Society luncheons, donor stewardship events), Presidential events, Trustee events, and both significant internal (campus) and external events. The Events Coordinator will partner with departments to develop and implement new events and standardize existing events. The Events Coordinator is a vital member of the Office of Special Events and will work closely with colleagues across campus and off-campus. Occasional evening and weekend work will be involved to fulfill the duties related to this position.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of Special Events, works independently/collaboratively to perform the following essential duties and responsibilities:

1. Arrange all event details, including, but not limited to, venue selection, invitations, meal selection, logistics, attendance lists, fielding phone inquiries, updating calendars, photography, and drafting communications. Also includes Negotiating contracts with vendors and submitting to appropriate signing authority.

2. Take the lead on coordinating with College departments on development of new and existing events.

3. Demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty members, students, and staff.

4. Understand proper social etiquette as applied to formal business and social events.

5. Master the use of Raiser’s Edge (RE) and Blackbaud Net Community (BBNC) to design pages, advertise events, send invitations, collect responses, manage attendance, and report on results.

6. Establish and maintain all files for events. Keep accurate records on attendance and cost and report results at least annually.

7. Exhibit an extraordinarily high level of diplomacy and confidentiality.

8. Performs other essential duties and tasks specific to the position. 
 

EDUCATION: 
High School Diploma, GED or equivalent combination of education and experience is required. Bachelor’s degree is highly desirable.

EXPERIENCE: 
A minimum of five years of experience at an academic institution or service on a senior management team is required. An events or hospitality industry background is preferred.

LICENSES:
A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

Deploy professional skills noted below, in collaboration with colleagues, to best promote the College’s strategic interests.

1. Demonstrate knowledge of Microsoft Office products including Word, Excel, and PowerPoint, as well as general personal computer functions. Experience merging word documents with multiple-field databases is desirable. Experience with Raiser’s Edge and PaperSave is beneficial. 

2. Superior organizational skills. Ability to organize to meet deadlines. Reliability in handling report materials and ability to handle multiple tasks in a changing work environment.

3. Professional appearance, demeanor, maturity, and poise in responding to the public, including trustees, alumni, parents, administration, staff, faculty, and students.

4. Demonstrate effective, accurate and clear communication with strong verbal, written, interpersonal, reading, phone, and customer service skills. Possess knowledge of business writing procedures. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. 

5. Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals. 

 

HOURS:
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours will be required. Travel may be required. Regular hours may vary due to needs of the College or division. This is a 12 month position.

CLASSIFICATION AND STATUS: 
This is a non-exempt position.
This is a regular, full-time position.
This is a benefits-eligible position.

IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupations

Physical Requirements: Moderate (up to 30 lbs.)

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).


DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.