Student Events and Conference Coordinator

Job Details

Job location: Claremont


Employment Type: Full-time
Posted data: 2021-10-27
Req: 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, CA

Job Posting Title:

Student Events and Conference Coordinator

Job Details and Requirement:

BASIC FUNCTION

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

ESSENTIAL FUNCTIONS:

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.

  • In collaboration with the Office of Alumni and Parent Engagement, coordinate athletic alumni events with coaches and staff for CMS athletics including the annual Hall of Fame and Alumni Tailgate.

  • Schedule space reservations as well as running reports for each sport to create guest list, menus, and event communication plans; as well as on site event support.

  • Conduct semesterly meeting with coaching staff, athletic leadership, and athletic advancement staff to create outreach plan.

  • 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.

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

  • Serve as a liaison with campus departments and Consortium departments.

  • Respond to inquiries in conjunction with Public Affairs and oversee filming on campus when appropriate.

  • 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.

QUALIFICATION STANDARDS:

EDUCATION:

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.

EXPERIENCE:

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.

BACKGROUND:

An events or hospitality industry background is preferred.

LICENSES:

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.

OTHER

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] for assistance.

Organization

As one of the nation's most selective private liberal arts colleges, CMC sits among the intellectually-stimulating, socially-fulfilling, seven-college community known as The Claremont Colleges, a system modeled after England's Oxford University. Founded in 1946, CMC is the youngest of the nation's top colleges and enrolls approximately 1,200 students.

Claremont McKenna College (CMC) educates its students for thoughtful and productive lives and responsible leadership in economics, government and public affairs. CMC's strong grounding in the liberal arts, together with its emphasis on economics, government, and international relations, attracts students who approach education pragmatically and who intend to make a difference in the world. With this broad-based foundation graduates leave CMC well prepared for the challenges of the 21st century. Many go on to pursue careers in law, business, government, foreign service, international relations, public policy, museum administration, science and education, or to pursue graduate study.

The College's cutting-edge research institutes provide students unprecedented opportunities to work alongside their professors and discover how what they learn in the classroom links to life in the world behond. The world comes to Claremont McKenna through a vibrant and renowned speakers series in which world leaders, thinkers, artists and visionaries visit campus through the Marian Miner Cook Athenaeum and other public programming.

In September 2007, Robert A. Day, the Founder and Chairman of The TCW Group, Inc., pledged a $200 million personal gift to establish the Robert Day School of Economics and Finance and its unique programs. This was the largest recorded gift to a liberal arts institution, the largest gift in the field of finance and economics, and among the top 20 largest gifts ever given to a college or university. Through his generosity, the Robert Day School of Economics and Finance now offers multiple programs, including a Master of Arts in Finance degree.

While many other colleges champion either a traditional liberal arts education with emphasis on intellectual breadth, or training that stresses acquisition of technical skills, Claremont McKenna College offers a clear alternative. Instead of dividing the liberal arts and the working world into separate realms, education at Claremont McKenna is rooted in the interplay between the world of ideas and the world of events. By combining the intellectual breadth of the liberal arts with the more pragmatic concerns of public affairs, CMC helps students to gain the vision, skills, and values necessary for leadership in all sectors of society.

In addition to its dedication to teaching and learning, the College is a center for scholars who are engaged in research that can enlighten a society intent on finding solutions to its economic, political, social, and environmental problems. Ongoing research at CMC is contributing to the body of knowledge in areas such as the effects of government regulations upon the economy, toxic waste, juvenile justice, changes of enzyme systems in humans, and the ecology of desert regions.

The Research Institutes are perhaps our clearest example of the linkages forged at CMC between research, teaching and learning. Here, students serve as assistants to, and collaborators with, their teachers, co-authoring scholarly articles and presenting papers to academic bodies, corporations, political organizations and government agencies. They test theories in the public marketplace and actively seek answers to questions of broad social importance.

In recent years CMC has gained national recognition as one of the top liberal arts colleges in America. This recognition can be attributed, in part, to CMC's mission which acknowledges its obligation for service to the larger scholarly community through faculty contact with business and with government, a process that enriches both the outside world and the campus itself. Also contributing to CMC's national reputation are the accomplishments of its almost 8,000 alumni. Today, about seventy percent of CMC's graduates go on to advanced degrees at prestigious institutions, and one in eight graduates holds a position in top management.

Princeton Review Claremont McKenna College from Claremont McKenna College on Vimeo.

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