Events & Conference Coordinator
Job Details and Requirement:
**Please submit a cover letter and resume for consideration.**
This position is responsible for producing a wide-range of College events and conferences from conception through to completion. Serving as the liaison with Facilities and Campus Services, the Coordinator will plan alumni athletic events, support non-academic scheduling of campus spaces, and negotiate, administer and support the use of campus facilities by groups both within and external to the campus during the calendar year. The Events and Conferences Coordinator is a vital member of the Office of Events and will work closely with colleagues across campus and off-campus. Evening and weekend work will be involved to fulfill the duties related to this position. This position also supervises Conference Interns.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES
Reporting to the Director of Events, works independently/collaboratively to perform the following essential duties and responsibilities:
- Oversee event support and rental of campus facilities including, but not limited to, negotiation and signing of contracts, ensuring adherence to proper insurance requirements, maintaining accounting and budget information, and coordinate and manage all paperwork and processes required to comply with the College's policies, including necessary permits (City of Claremont and Fire).
- Facilitate the diagram and setup of classrooms and meetings space for conferencing including, but not limited to, moving of chairs, tables, AV, podiums, etc. up to 50lbs.
- Manage and maintain all conferencing supplies (tools, bedding, etc.) for third-party events and in the events of a campus emergency.
- Coordinate with on-campus departments such as Campus Safety, Dining Services, Access, Housekeeping, Grounds, AV, and ITS to provide services for events.
- Conduct departmental meetings as needed for third-party conferences.
- Serve as the 24hr on-call point of contact for all conferencing requests and emergencies.
- Hire and supervise temporary staff and conference student interns.
- Prepare annual financial projections, create invoices, and use Workday to process payments and submit reimbursements to various departments and third-parties for services rendered.
- Perform appropriate marketing and sales tasks.
- Manages conference event content for CMC Facilities Website.
- Coordinate communication and events with coaches, other staff, and alumni for CMS athletic events involving alumni.
- Arrange event details, including, but not limited to, invitations, meal selection, logistics, attendance lists, fielding phone inquiries, updating calendars, photography, and drafting communications. Coordinate with external vendors and/or Facilities and Campus Services Events Coordinator to organize any set ups and support that is required.
- Use Raiser's Edge (RE) and Blackbaud Net Community (BBNC) to design pages, advertise events, send invitations, collect responses, manage attendance, and report on results.
- Serve as a liaison with campus departments and Consortium departments.
- Establish and maintain all files for events. Keep accurate records on attendance and cost and report results at least annually.
- In coordination with Facilities and Campus Services, schedule and maintain the non-academic scheduling of campus events via EMS (Event Management System) and provide training as needed.
- Serve as the event emergency manager and backup on the College Incident Operations Team.
- Respond to inquiries in conjunction with Public Affairs and oversee filming on campus when appropriate.
- Work in a collaborative, flexible, and team-focused manner.
- Demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty members, students, and staff.
- Perform other essential duties and tasks specific to the position and other duties as assigned.
Any combination of education and experience equivalent to graduation from high school, plus 3-4 years of additional education and training, or any combination of education, training or experience that provides the required knowledge, skills and ability. Bachelor’s degree preferred.
A minimum of four (4) years of increasingly responsible employment or related experience in logistics and event support management. Superior organizational skills are mandatory, including the ability to organize and prioritize work to meet multiple and competing deadlines. Reliability and confidentiality in handling report materials is essential.
An events or hospitality industry background is preferred.
A valid driver’s license is required to drive College-owned vehicles and the ability to be insured under the College’s authorized driver’s policy.
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 in collaboration with colleagues, to best promote the College’s strategic interests.
- Familiarity with all stages of planning, design, and production of events/conferences. Management and oversight skills to manage facilities and all event details including catering, reservation lists, transportation, venue preparation, special guest requirements, all necessary equipment, marketing materials, etc. Ability to successfully managing all elements within time limits and on budget.
- Ability to conduct market research, gather information, research vendors, and negotiate contracts.
- Demonstrated knowledge of Microsoft Office products including Word, Excel, Access, and PowerPoint, as well as general personal computer functions. Experience merging word documents with multiple-field databases desirable. Experience with Raiser's Edge and Workday is beneficial.
- Excellent oral and written communication skills. Must read and write legibly, follow oral and written instructions in English, spell accurately, and possess knowledge of business writing procedures.
- Superior organizational skills. Ability to organize and prioritize work to meet deadlines.
- Reliability in handling report materials and ability to handle multiple tasks in changing work environment.
- Demonstrates maturity and poise in responding to the public and various internal constituencies and exhibits an extraordinarily high level of diplomacy and confidentiality.
- Understand proper social etiquette as applied to formal business and social events.
- Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
- Independently use exceptional organizational and time management, planning and priority skills to complete work with accuracy and a keen attention to detail by established deadlines, including the ability to effectively track the status of ongoing projects and find needed documents and information quickly.
- Ability to work effective, cooperatively, collaboratively and professionally with volunteers, the donor community, the academic community, with colleagues, and with others.
- Ability to receive and respond appropriately to constructive criticism.
- Ability to display a positive attitude, collaborative spirit, sense of humor, and a service-oriented attitude.
- Demonstrate adequate math skills to support office bookkeeping functions.
- Ability to multitask and be flexible with competing priorities and support numerous initiatives and professional staff members.
- This position requires the ability to lift materials and supplies for events, such as floral arrangements, chairs, podium, etc., up to 50 pounds.
HOURS: The regular hours for this position are 8:00 am to 5:00 pm, Monday - Friday. 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, regular, full-time, benefits-eligible position.
Physical Requirements: Heavy (up to 50 lbs.)
SUPERVISORY RESPONSIBILITY: Hire and supervise student interns.
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).
Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.
Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.
In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.
An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.