Events Coordinator

Job description

**Please submit a cover letter and resume for consideration.**

BASIC FUNCTION:

This position is responsible for producing a wide-range of College events from conception through to completion. Focused on supporting faculty and the 11 research institutes and Centers, the Events Coordinator will be committed to organizing unique programs and conferences to meet the academic priorities and initiatives of the College.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

 

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

  • In collaboration with faculty and staff, arrange all the event details for academic conference and events, including, but not limited to venue selection, invitations, menu creation, design, logistics, attendance lists, fielding phone inquiries, updating calendars, photography, and drafting communications. Also includes negotiating contracts with vendors and submitting to appropriate signing authority.  – Approximate 60%
  • Coordinate with the Office of Stewardship to plan the installation of faculty being named into professorships. – Approximate 5%
  • Assist in planning of Commencement events and the management of VIP guests. – Approximate 10%
  • Partner with Human Resources to plan faculty and staff appreciation events – Approximate 5%
  • Provide staff support for on- and off-campus events including, but not limited to,
    • campus reservations, nametags, and event materials. Provide on-site customer service and handle any walk-up registrations. Assist with general events logistics including set-up and take-down, moving event supplies to and from office storage, and assisting with décor and hospitality projects. 
    • Perform important and varied organizational tasks in support of events, including: creating, maintaining; querying, and updating the events management database (provided by Blackbaud Raiser’s Edge and the Blackbaud Net Community) to create reservation lists, nametags, and other event materials.
    • Provide event registration, attendance, or alumni contact information to other staff members, alumni, faculty as requested while observing privacy guidelines.  – Approximate 20%

 

The successful candidate will also be able to perform the following essential functions:

  • Regular attendance.
  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities
  • Performs other essential duties and tasks specific to the position.

 

QUALIFICATION STANDARDS:

 

EDUCATION: 

High School Diploma, GED or equivalent combination of education and experience is required.  Bachelor’s degree or some college course work in hospitality and event management is preferred.

 

EXPERIENCE: 

A minimum of 2 years of event planning, coordination, and marketing experience with increasing responsibility in conference planning and budgeting required. Experience at an academic institution 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 in noted below, in collaboration with colleagues, to best promote the College’s strategic interests.

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.

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.

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

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.

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.

Must understand and communicate the mission and history of the College’s liberal arts environment.

 

OTHER:

 

REQUIRED 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 position.

This is a regular full-time position.

This is a benefits-eligible position.

 

Physical Requirements:                Heavy (up to 50 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).

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.

 

Disability Accommodations                                                                                    

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.

 

 

 

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Job No: REQ-1513
Posted: 4/12/2019
Application Due: 4/22/2019
Work Type:
Salary: