Job location: Claremont Employment Type:
Full-time Posted data:
REQ-3692 Equal Opportunity and Nondiscrimination Statement
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.Location:
Claremont, CAJob Posting Title:
Student Events and Conference CoordinatorJob Details and Requirement:
This position is responsible for producing a wide range of College events and conferences from conception to completion. Focused on internal and external events, the coordinator will be responsible for supporting student engagement efforts, CMS athletics, and negotiating, administering, and supporting campus facilities by groups both within and external to the campus during the calendar year. As a vital member of the Office of Events, this position will serve as the liaison between Events and the Dean of Students Office and Facilities and Campus Services and work closely with colleagues on and off-campus.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES
Reporting to the Director of Events, works independently/collaboratively to perform the following essential duties and responsibilities:
In collaboration with student organizers, serve as the representative from the Office of Events to manage events and programs, from initiation to completion, by establishing goals and objectives, organizing action items and logistics, monitoring progress, and problem-solving to provide oversight to align events and programs with the College’s mission, priorities, advancement goals.
Make decisions regarding event and program details, including locations, decor, catering, entertainment, guest lists, transportation, venue preparation, special guest requirements, all necessary equipment, promotional and marketing materials, etc., within time and budget constraints. Also includes negotiating contracts with speakers and external vendors and submitting for appropriate signing authority.
Oversee calendaring, 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. Coordinate with on-campus departments such as Campus Safety, Dining Services, Access, Housekeeping, Grounds, AV, and ITS to provide services for events.
Prepare annual financial projections, create invoices, and use Workday to process payments and submit reimbursements to various departments and third-parties for services rendered. Establish and maintain all files for events. Keep accurate records on attendance and cost and report results at least annually.
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.
Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
The successful candidate will also be able to perform the following essential functions:
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.
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.
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.
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.
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 display a positive attitude, collaborative spirit, sense of humor, and a service-oriented attitude.
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.
Supervisor – AB1825: Yes
Mandatory Reporter – CA Penal Code: No
Responsible Employee – Title IX: No
Campus Security Authority – The Clery Act: No
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). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
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. Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.
AT-WILL EMPLOYMENT: Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.
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]