Communication and Events Coordinator



Posting Number:
0817

Working Title:
Communication and Events Coordinator

Classification Code:
P/T

FTE:
.5

FLSA:
Non-Exempt

Position Type:
Staff

Department:
Administrative Services

Work Hours:
This position works 20 hours per week. Typical hours are Monday - Thursday 9:00 a.m. - 2:30 p.m. EST with a half hour lunch.

Flexing to work some evening and weekend hours based on event schedules will be required at times

Position Summary
The Communications and Events Coordinator is the community face of Bay College, working to build supportive community relationships, engage alumni, manage community on campus and expand cooperative partnerships. This involves positive communications with the Bay College community, alumni and media, including management of the college communications processes. The later encompasses media relationships, press releases, digital content, alumni stories, social media development, mass emails, and open communication channels. The position will also develop and coordinate campus events, all bringing positive awareness to Bay College within the community.

Minimum Qualifications:
- Associate's degree in business, management, marketing, communications, public relations, event planning or a related field
- Minimum of two years of experience in an educational environment, event planning, communications, marketing public relations or similar environment
- Strong writing, customer service, relationship building, professional communication and the ability to think and act strategically
- Demonstrated ability to work with current technology, adapt to change, coordinate events/projects, and maintain well-organized workflows/processes
- Proficient with computer applications, database administration, email marketing, digital communications, web content, and social media (Facebook, LinkedIn)
- Software skills at an intermediate to advanced level including MS Office Suite (Word, Excel, Powerpoint)

Preferred Qualifications:
- Bachelor's degree in business, management, marketing, communications, public relations, event planning or a related field
- Three or more years of experience in an educational environment, event planning, communications, marketing public relations or similar environment

Essential Job Duties and Responsibilities
Media Communications
- Develop strong, consistent and clear messaging on behalf of the College
- Media contact and coordination for college-wide news and happenings
- Manage the college media release process, including updating media contacts, templates, writing and disseminating news releases internally and externally
- Manage college media including website, digital communications and social media posts
- Create college-wide newsworthy stories for media release
- Advance digital communication efforts such as mass emails to support college-wide initiatives and profile creation (student, alumni, board, donor, stories)
- Manage college-wide social media communications with Community and Alumni, including lead responsibility for LinkedIn account
- Collaborate with external opportunities to promote college events including community calendars, websites, chamber blasts, digital signage, social media, TV, radio, and like
- Manage cultural community events including arts marketing, including arts and culture contact list, social media events/promotions, web content, and digital communications internally and externally to the community

Alumni Relations
- Construct messaging and communications to engage alumni with Bay College
- Manage the Bay College Alumni Association including the board, networking events, development, and communications
- Lead the Alumni of the Year process, including award, media and commencement participation
- Coordinate participation of alumni including engagement, prospecting, recognition, stories, LinkedIn group and stewardship/networking events
- Develop alumni networking, scholarship, and other opportunities to further engage and connect alumni with the College and students
- Use database and other tools to coordinate and track strategies, record activities, maintain updated prospect information, manage alumni participation and reports
- Assist in attracting alumni and friends to become/remain involved in Bay for life

Event Coordination (minimal):
- Manage the community event process, including but not limited to event development, communication, contracts, setup, promotion, reporting and analysis
- Support scheduling for non-academic community event, meeting and conference requests including coordinating catering, facility set up, custodial services, fees and technology requirements
- Provide a high level of service throughout pre-event, event and post-event, managing high level of interaction and communication
- Maximize revenue opportunities by creating outstanding events, timely communications, strong customer relations, competitive pricing, and marketing
- Seek opportunity to bring appropriate community events on campus, increasing exposure, cultural enrichment, and/or event revenue
- Assist with securing performance and cultural events, including bookings, contracts, promotions, hospitality and event introductions
- Create and verify customer invoices in coordination with Accounts Receivable
- Support implementation of college-wide events including fundraising events
- Provide event leadership and consultation with West Campus

Operations Management (minimal level, typically once monthly only):
- Manage related college-wide community event processes, procedures, policies, contracts, catering, and risk
- Recommend and integrate technology and catering pricing of events
- Manage EMS event booking software applications and public visibility online, including training for internal and external clients
- Maintain College Master Calendar structure and presentation with appreciation of the entire collegiate calendar, web display, potential conflicts and policy
- Report & analyze facility usage monthly and annually, including comparisons and usage trends to improve operations and more effective usage

Related Duties:
- Seek out and adapt new skill sets attained via professional development
- Perform other duties as assigned to support the mission of Bay College

Benefits:
Participation into the Michigan Public School Employees Retirement System and YMCA membership.

Pay Rate:
$18.45 - $21.71 per hour

Pay Grade Level:
G14

Supervision Exercised:

Supervision Received:
Reports to the Vice President of College Advancement

Work Environment
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may be loud in areas of equipment operation.
The above statements are intended to describe the general nature and level of work being performed by personnel assigned into this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Job related functions may be performed with or without accommodations.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Posting Date:
02-05-2021

Closing Date:
Open Until Filled

Required Applicant Documents:
Resume
Cover Letter

Special Instructions to Applicants:
This position is located at the Escanaba campus.

Contact(s):
Beth Berube, Director of Human Resources
Melissa VanBrocklin, HR Specialist

Contact Phone/Extension:
906-217-4036

Contact Email:
hr@baycollege.edu

Quicklink for Posting:
baycollege.simplehire.com/applicants/Central?quickFind=51442