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Facilities Use and Events Coordinator, Sesnon House (Part-Time)



Employment Opportunity

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

This part-tim e ( 75 %, 30 hours per week) 12-months per ye ar Facilities Use and Events Coordinator, under direction, coordinates and oversees the promotion, scheduling, use and operation of District facilities including the Sesnon House; works collaboratively with vendors, clients and other District departments on marketing, scheduling, coordinating and overseeing events; provides ongoing event support and management to facility renters and campus groups; supports exten­sion classes and work­shops by coordinating classroom scheduling and access; and performs related duties as assigned.

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
  • Using scheduling system software, oversees scheduling classrooms, auditoriums, athletic fields, the Sesnon House and other facilities for faculty and club events, meetings and conferences, individual room rentals and outside user events including weddings; coordinates staffing, equipment and other logistical arrangements to involved parties; schedules events to ensure maximum facility use and resulting income for the District.
  • Provides overall event coordination from event conception to final invoicing and client evaluation; meets with clients to secure contracts and appropriate insurance coverage; determines event requirements including internet and other technology services, custodial services, parking, catering and security; develops and revises cost estimates as needed; creates diagram schematics, provides detailed walkthroughs and ensures that attendance is within seating and fire code regulations; ensures that food and beverage services comply with established policy, procedures and legal guidelines; prepares invoices and processes payments for facility-use fees following established procedures.
  • Serves as primary onsite contact with clients during events, providing information and assistance and resolving problems and issues as necessary; opens and closes facilities and ensures all physical setup and facility cleanliness requirements are completed according to event agendas; oversees events and activities held by outside parties on District property and ensures clients follow District rules and CalOSHA and ADA regulations regarding use of District facilities; meets with facility renters to discuss appropriate use and care of facilities as needed; notifies administration of problems and issues.
  • Manages social media and sales accounts for marketing the campus, its facilities and the Sesnon House as event venues; posts pictures and requests online feedback after events to promote future sales; responds to phone calls, internet and e-mail inquiries regarding facility use; provides informa­tion on venue availability, estimated timing of proposed event and preliminary cost estimates; meets with potential clients.
  • Provides input in selecting, training and providing day-to-day lead work guidance and coordination to student workers hired as servers and bartenders; assigns, schedules and monitors work for com­plete­ness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements; ensures all liquor laws are followed; ensures clients provide proper pay for students and that events provide a safe working environment.
  • Assists in ensuring a fair, open and inclusive work environment in accordance with the District’s mission, goals and values.
  • Provides weekly inspection of the Sesnon House for potential building repair issues of the house and its antiques; ensures that ongoing maintenance is up to date; may perform minor building mainten­ance and gardening tasks prior to events and contacts Facilities Planning and Plant operations for more involved maintenance issues.
  • Works closely with campus departments to maintain positive working relationships to promote shared space.
  • Provides excellent customer services to all users of Cabrillo campus facilities.
  • Maintains detailed and current files and information on policies, procedures, codes, facilities use, conditions, furnishings and special accommodations.

OTHER DUTIES
  • Keeps online event calendars up-to-date.
  • Attends various meetings.
  • Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disabi­lity, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
  • Performs related duties as assigned.
Minimum Qualifications

EDUCATION AND EXPERIENCE
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
  • Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; or an equivalent combination of training and experience AND
  • Two (2) years of college course­work in hospitality management, culinary arts, adult education or a closely related field AND
  • At least two (2) years of progressively responsible experience in event coordination including receptions, conferences or weddings for a public or private organization.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
  • Policies and procedures governing the use and operation of District facilities on a rental basis by internal and external parties.
  • Principles and practices of event coordination, including weddings, conferences and meetings.
  • District event and room scheduling software.
  • Principles, practices, concepts and techniques of customer service, public relations and community outreach.
  • Promotion and marketing techniques including social media marketing platforms.
  • Provisions of the California Civic Center Act and other applicable sections of the California Education Code and other applicable federal, state and local laws, rules and regulations including OSHA rules and regulations.
  • Office administration practices and procedures.
  • District payroll and general budgeting and accounting system operations, practices and procedures.
  • Business mathematics.
  • Supervisory principles and practices applicable to overseeing the work of student and temporary employees.
  • Safe work methods and safety practices and procedures related to event and facility management.
  • Applicable Administrative Procedures, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:
  • Coordinate and oversee the rental and pre-/post-event maintenance of District facilities rented by internal and external parties.
  • Assign and inspect the work of student workers and temporary staff.
  • Collaborate with the staff of other divisions and departments to ensure a high level of customer service in the rental and use of District facilities.
  • Organize, set priorities and work independently with established policies and procedures with minimal supervision.
  • Meet with internal and external organizations, groups and individuals and with media representatives to promote the rental and use of District facilities.
  • Utilize an online scheduling system.
  • Maintain a calm demeanor and professionalism in high-stress and emergency situations.
  • Establish and maintain accurate files and records.
  • Communicate effectively, both orally and in writing.
  • Understand and follow written and oral instructions.
  • Operate a computer and use standard business software.
  • Establish and maintain effective working relationships with all those encountered in the course of work.
Additional Information

Starting Salary Range: $3,615 to $4,185 per month ; plus 5% annual increases up to step 7, maximum initial salary step placement on the classified salary schedule is step 4. Part-time ( 75 %, 30 hours per week) assignment, 12 months per year. Monday through Friday, 10:00 a.m. – 5:00 p.m. with evenings and weekends as required.

Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute up to 8% of their monthly salary to CalPERS on a pre-tax basis.) Position scheduled to begin as soon as possible, pending continued categorical funding and Governing Board ratification. Salary is subject to proration based on beginning date of assignment.

Benefits:
  • Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.
  • Application Process:
    1. Complete the Application and answer ALL Supplemental Questions
    2. Attach Resume
    3. Attach one of the following:
    • Unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (copies, photos, and downloads are acceptable). Foreign transcripts must be evaluated for U.S. equivalency at the applicant's expense - click here for more information OR
    • If applying based on equivalent work experience, your application must provide detailed information to determine the minimum qualification requirements have been met.
    Please note : All application materials must be received by 11:59 pm on the closing date indicated above.

    Attention Applicants
    Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including reference letters) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.

    Selection Procedure
    A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. Selected applicants will be required to pass a bilingual/biliterate test prior to being invited for an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

    Conditions of Employment
    Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

    EEO Statement
    Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

    Accommodations
    Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at cabrillohr@cabrillo.edu .

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