Events A/V Coordinator

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

PRIMARY PURPOSE:

This position provides exceptional customer service for over 1,500 events scheduled on the Lewis & Clark Undergraduate and Graduate Campuses, providing AV support to meet the needs of students, faculty, administration and external clients. The Events AV Coordinator is responsible for management of the office’s daily operations, assuring high standards of service are met. This entails managing the year-round audio visual services offered to event clients; responsibilities of hiring, training, and supervising 10+ student AV tech staff; conducting set ups and tear downs; troubleshooting and maintaining equipment; scheduling and overseeing external AV technicians/companies when additional labor is required; as well as providing AV consultation services to the Office of Conferences and Events’ sales managers.

As the primary point-of-contact, the Events AV Coordinator manages the efforts and usage of AV equipment and systems for event functions including, but not limited to, concerts, conferences, fundraisers, lectures, meetings, symposia, weddings, memorial services, etc. The Events AV Coordinator also assists our summer conference and other rental clients with their daily audio visual equipment needs on campus.

The Events AV Coordinator has a blend of technical, organizational, interpersonal, and management skills. The individual is a detail-oriented, experienced professional with AV technical expertise who is a self-starter. The ability to work both independently and as part of a team environment is required. The Events AV Coordinator is expected to lead their team with compassion, composure under pressure, and with positive communication. This position requires working various shifts, including day and night shifts, as well as occasional weekends.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

DESCRIPTION OF DUTIES & RESPONSIBILITIES:

In addition to the requirements for personal conduct which are common to all positions within Lewis & Clark College, the following duties outline the major factors of the position. They are not all inclusive, do not set a priority sequence, or establish a ratio of work to be performed. They may vary in importance and may be altered within the general framework of the primary function to satisfy changes in departmental activity.

Working full-time in a shared office space with a variety of student staff, the duties include:

1. (35%) PLANNING AND OVERSEEING DELIVERY OF AUDIO VISUAL SERVICES FOR LIVE EVENTS

• Consistently provide exemplary service as measured by customer feedback
  
  
• Regular, effective communication with a high-volume of faculty, staff, students, external clients, and vendors regarding audio visual services, policies, procedures, fees, and requirements for successful events at Lewis & Clark
  
  
• Assist Office of Conferences and Events staff and the Music Department’s Performance Events Coordinator to develop sales quotes for audio visual services; liaison between Events staff and external clients planning events with AV requirements • Gather event requirements and design AV solutions that exceed the client expectations
  
  
• Determine necessity and hire outside contractors to run AV equipment including light, audio, video, PC, Mac, PowerPoint, and Zoom conference software
  
  
• Work with the Office of Conferences and Events sales managers to coordinate summer conference and youth camp schedules. Interact with summer conference/youth camp clients to provide their daily AV necessities. Oversee summer student AV staff to assist in providing summer conference/camp needs
  
  
• Use communication appropriate to audience delivered in a friendly and courteous manner with consistent positive attitude
  
  

2. (35%) SUPERVISING STUDENT AV TECH STAFF

• Recruit, hire, and manage a diverse array of student employees coming from around the world to study at Lewis & Clark
  
  
• Develop and conduct student employee training in areas such as: customer service, business operations, how to operate permanent and portable AV equipment, inventory management, maintenance, repair, and the use of EMS Campus for AV equipment orders
  
  
• Maintain student employee schedules to provide coverage during hours of operation
  
  
• Manage AV work calendar (Google calendar), scheduling student employees and external vendors as needed
  
  

3. (15%) MANAGING FIELDWORK

• Coordinate the audio-visual aspect of events with all stakeholders, including presenters, coordinators, outside contractors, Office of Conferences and Events, and various College service representatives
  
  
• In EMS Campus review room reservations daily for AV needs, and assist clients with those reservations
  
  
• Schedule in EMS Campus the audio visual set up and tear down work instructions • Communicate set up and tear down work schedule with Office of Conferences and Events to ensure work flow is timed with other event production schedules
  
  
• Timely and accurate set-up and strike of equipment for client functions DIGITAL LETTER
  
  
• Train clients on how to operate and use smart classroom instructional technology
  
  
• Troubleshoot and correct event AV issues
  
  
• Work with the Information Technology (IT) department to reserve computers, conference phones, cameras, etc. for events
  
  
• Provide event support, in select situations, when an event coordinator is not on site
  
  
• Oversee work of outside AV contractors hired for concerts or special events
  
  

4. (5%) MAINTAINING AUDIO VISUAL INVENTORY

• Maintain records, logs, and inventories to communicate event, equipment, and maintenance issues
  
  
• Maintain well-organized AV inventory in all storage areas
  
  
• Manage key inventory and access for AV storage closets
  
  
• Contribute to the design of media enhancements in venues, including meeting rooms, student center spaces, facilities, and common spaces
  
  
• Work with Information Technology (IT) to recommend, design and build AV standard solutions
  
  
• Maintain security of portable AV equipment and Crestron user passwords for access to select multimedia presentation systems
  
  
• Diagnose and repair hardware issues, engage vendors as required
  
  
• Prepare proposals for AV equipment replacement
  
  

5. (10%) MANAGING OFFICE OPERATIONS AND OTHER RESPONSIBILITIES

• Responsible for the day-to-day operations of the office which includes providing AV support to events scheduled year-round, prioritizing use of resources, assessing potential event risks, bookkeeping and managing office purchase card
  
  
• Review and update departmental policies, job training materials, reservation and checkout procedures, AV equipment rental pricelists
  
  
• Perform problem root cause analysis and assist with implementing countermeasures to reduce incidents
  
  
• Create and upkeep Standard Operating Procedure (SOP) books for all AV venues
  
  
• Ensure insurance documents and licensing for AV contractors working at Lewis & Clark are current
  
  
• Process AV contractor invoices, track budget expenditures, maintain financial records, and generate ad hoc reports
  
  
• Completes projects and other duties as assigned
  
  

6. All Other Duties as Assigned

MINIMUM QUALIFICATIONS:

• High school diploma plus 7 years of directly related job experience OR Associate's degree and 5 years of directly related job experience OR Bachelor's degree and 3 years of directly related job experience.
  
  
• Knowledge and job experience with: Performance sound system, Crestron system, Light board, Digital cameras, Videography, Conference Phones, Zoom Conference Software, Audio/video editing software, Google cloud software, Microsoft Office Suite software, Negotiating and hiring AV contractors
  
  

PREFERRED QUALIFICATIONS:

• Bachelor’s degree
  
  
• Prefer at least (5) years of AV production support for corporate, education, and/or non-profit events
  
  
• Training in key areas including: Hiring, developing, and managing staff; effective communication; light board training; EMS Campus software
  
  

PHYSICAL REQUIREMENTS:

• Considerable amount of lifting of medium weight (15 to 35 lbs.) climbing, or other physically tiring work.
  
  
• Bend, Crawl, Kneel/Squat, Twist, Climb (Ladder), Climb (Stairs), Drive, Grasp/Grip, Pinch/Squeeze, Reach, Push/Pull, Standing, Sitting, Walking, Repetitive Hand Movements, Seeing, Talking, Listening
  
  

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.