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Event Coordinator, Conference and Event Services

Employer
Columbus State Community College
Location
Ohio, United States
Salary
Salary Not Specified
Start date
Jun 23, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Auxiliary Services, Public Relations & Marketing (Campus), Alumni Affairs, Conference & Special Event Administration, Student Affairs, Student Activities & Services
Employment Type
Full Time
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Requisition ID:
req3207

Job Title: Event Coordinator, Conference and Event Services

Department: Conference Center

Location: Columbus Campus

Employment Type: Staff

Employment Status: Board Approved

Bargaining Unit: Non-Bargaining Unit

FLSA Status: Exempt

Compensation Type: Annual

Compensation: $49,000 - $54,000

Schedule: M-F, 8am-5pm; additional evenings and weekends as needed for events.

The College

Community colleges are uniquely positioned to respond to workforce needs and make higher education an affordable reality. There has never been a better time to join a two-year college, and there’s no better place to do it than at Columbus State. A laser focus on student success and a partnership mindset have established Columbus State as a key talent provider in a thriving regional economy, and a premier community college that is changing the nation’s education and workforce landscapes. With more than 46,000 students across two campuses, at several regional learning centers, and online, Columbus State is the nation’s only institution recognized as an Achieving the Dream (ATD) college, an AACC Guided Pathways institution, and a participant in The Right Signals Initiative through the Lumina Foundation. Columbus State employees at all levels benefit from an engaging, collaborative, and supportive culture that rewards innovation and vision. We provide competitive compensation, comprehensive benefits, and professional development opportunities. We are dedicated to ensuring that the diversity of Columbus State faculty and staff reflects that of our students and region. We are proud to be a central part of a community that embraces differences and celebrates the many cultures, beliefs, and lifestyles that define Central Ohio.

The City


Columbus, Ohio is also home to The Ohio State University and more than 30 other colleges and universities as well as the headquarters of multiple Fortune 500 companies. Columbus is one of America’s fastest-growing cities, offering a wealth of cultural experiences, dining, entertainment, shopping opportunities, and more. That’s why Central Ohio residents find living here so fulfilling, both professionally and personally.

Position Summary


The Event Coordinator is a key member of the Conference & Event Services team. This role will coordinate and contribute in all phases of event coordination, including planning and execution of small- to large-scale events, and working collaboratively with both internal and external clients and partners. This position will communicate with the general public and College partners to ensure proper execution and a positive experience. The incumbent coordinates and supports multiple events, manages tight timelines/deadlines, communicates event requirements to colleagues and event partners, participates in continuous improvement methods, and represents the College’s mission and brand in an upbeat and positive manger. This role will also assist with training and oversight of student staff members.

Core Competencies

Professionalism, Adaptability, Managing Work, Communication, Continuous Improvement, Coaching, Customer/Student/Employee Focus, Energy, Collaboration, Communication, Quality Orientation

ESSENTIAL JOB FUNCTIONS

Event Coordination

Plans and coordinates events for students, alumni, employees and community stakeholders inclusive of conferences, seminars, and special events. Serves as on-site coordinator during event and participates in various event related tasks and duties. Plans and coordinates event location, audio-visual, and food and beverage requirements, as needed. Coordinates multiple work streams simultaneously inclusive of planning, meeting deadlines and orchestration of activities involving various team members, student staff members and College departments.

Coordinates and executes event setup and re-set room schedules, as specified by the event management staff and clients. Collaborates with event management staff to coordinate facility usage including room setup, technology requirements and support, catering service support, and special programming needs. Assists with overseeing set-up and tear-down for events, as needed. Responsible for daily event management inspections of all rooms and spaces to maintain neat and clean appearances and ensures that custodial services are applied as requested.

Customer Service & Leadership

Greets customers and provides information about events and equipment; oversees and ensures smooth execution of assigned events; handle inquiry calls for events; plans food and beverage services for conferences, meetings, and special events; consults with customers, banquet leads, culinary team, coordinates vendors and communicates details with all departments. Serves as contact for customer needs before, during and after events; proactively works with event schedule and student staff to determine event needs; coordinates information about events with other College departments. Assists with training and provides oversight of student staff.

Assists event production and audio visual teams in the coordination of student staffing to complete daily event tasks; works with event schedule to determine event needs, logistics, and services for the Conference Center and Mitchell Hall facilities.

Marketing Support & Administration

Assists in ensuring that advertising and marketing strategies for College are consistently applied to events and meetings in assigned locations. Participates in creating marketing tools and the social media marketing strategy for conference and event services, as needed.

Prepares billing information; writes reports; follows up with customers to obtain payment for services; works closely with Accounting Services.

Usual Physical Requirements:

While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee regularly stands and walks for extended periods of time, and occasionally sits. Employee converses verbally with others in person and by telephone. Employee occasionally reaches with hands or arms, climbs or balances and stoops, kneels, crouches or crawls. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee occasionally lifts or exerts force of up to 25 pounds when moving files, boxes and other materials. With multiple conference spaces as well as meetings across the campus, employee regularly walks outside to other buildings.

Working Conditions:

Typical office environment. Regular exposure to moderate noise typical to business offices. Must travel to various Columbus State campuses and sites.

Knowledge, Skills and Abilities:

Knowledge of: participatory leadership practices; best practices in event planning; strategic planning, risk management, site management; room diagramming, and scheduling software; preparation of event spaces; audiovisual equipment.

Skill in: Communication and adapting to communication styles and needs of different clients and partners; maintaining project files; excellent customer service; present ideas in front of audiences; troubleshoot issues through resolution; excellent verbal and written communication; event management; organization; software such as Excel, PowerPoint, etc.; event management applications; conflict resolution; general typing.

Ability to: be creative; lead projects; multi-task; meet deadlines; collaborate; organize; keep track of details while maintaining a holistic overview; excellent listening skills; troubleshoot audio-visual issues; maintain confidential and sensitive information; work in a high-paced environment; develop and maintain effective working relationships with colleagues and stakeholders across the College and in the community; effectively work with persons of varying cultures and diversity; problem solve effectively.

Minimum Qualifications:

Associate’s Degree in Event Planning, Communication, Hospitality, or closely related field. Three (3) years of experience in events industry with both large and small scale event planning background. State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).

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