Coordinator of Administrative Events

Posting Details

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Position Information

Job Title

Coordinator of Administrative Events

Posting Number

F005678

Position Status

Full Time

Assignment Length

This field only applies to Faculty

Grant Funded

No

Category

APT

Class Code

14

Pay Rate

Commensurate with education and experience

Location

South

Department

SO President's Office

Job Summary

Reporting to the Assistant to the President, the Coordinator of Administrative Events is responsible for oversight of event planning and facility space utilization across the campus for internal and external customers, including developing, facilitating, implementing, and assessing campus-wide events in coordination with vendors’ internal and external customers. The coordinator also provides support in facilitating significant off-site events and activities hosted by the Office of the President .

Primary Duties and Responsibilities

Essential Performance Requirements*

• Aids the President’s Office in establishing space utilization procedures and logistical planning for large-scale and VIP events and visits and ensures that events adhere to Tarrant County College ( TCC ) guidelines
• Collaborates with the Assistant to the President to develop and utilize a hosting protocol for high-profile campus visitors
• Supports planning for large-scale community events in collaboration with the Divisional Dean for Community Education and Engagement
• Manages, evaluates, and troubleshoots event-related activities effectively; recommends and implements adjustments as needed
• Plans event logistics, including seating, marketing, food service, invitations, and evaluation
• Selects venues, schedules speakers, adheres to the given budget, arranges on-site vendors, and ensures client satisfaction via success metrics, ensuring that events are cost-effective, efficient, and memorable
• Plans for potential scenarios that could impact the integrity of events; attends campus events to ensure successful outcomes, documenting and reviewing incidents for consideration during future event planning
• Coordinates the use of TCC facilities and spaces and the appropriate level of support and costs for rentals to accommodate a wide range of events
• Ensures that documentation for community engagements is properly completed and provides timely responses to community members, vendors, and TCC team members accordingly
• Liaises with district departments (i.e., Police, Marketing, Graphic Design, Procurement, Communications, etc.) for planning purposes
• Develops, maintains, and communicates a calendar of campus events and activities
• Assists in preparing and coordinating campus tours, including preparing and distributing agenda packets and correspondence related to tours and events and following through on assigned tasks
• Utilizes room management software to prepare and analyze space utilization reports
• Prepares and processes accounting, budgeting, and purchasing documents related to event operations and activities
• Attends events and functions that may take place outside of standard business hours, including evenings and weekends

Service Excellence

• Participates in meetings and events on behalf of the President’s Office, as assigned, to support the essential performance requirements
• Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite
• Completes all required training and professional development sessions sponsored through the Office of Organizational Excellence and Development
• Supports the values of the College: teaching excellence, student success, innovation, creativity, belonging, and service to the College
• Supports the mission, values, goals, and principles of the College

Supervision
Works under the general supervision of the Assistant to the President

*Performs Other Related Tasks as Required
The duties listed are intended only as illustrations of distinct 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 the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Minimum Qualifications

• Bachelor’s degree and five (5) years’ working experience related to the Essential Performance Requirements; or any equivalent combination of education, training, certification, and work-related experience
• Ability to work flexible hours as periodically required during peak business cycles

Preferred Qualifications

• Master’s degree in Hospitality Management, Public Relations, or a related field
• Certified Meeting Professional ( CMP ) or Certificate in Meeting Management ( CMM )
• Experience planning meetings, events, or other activities in a college or university setting
• Experience using room reservation software
• Experience using MS Teams, PowerPoint, Word, and Excel

Knowledge, Skills and Abilities

• Skilled in excellent customer service and interpersonal relationships with diverse populations, including strong listening, verbal, and written communication
• Skilled in using computer applications and enterprise systems, including the Microsoft Office suite
• Ability to work effectively in a collaborative environment and a setting that is diverse and urban across service departments and teams
• Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied and unpredictable in scope and volume
• Ability to analyze data and provide sound recommendations based on policy, procedure, practice, and existing regulations
• Ability to work independently and meet critical deadlines
• Ability to perform and prioritize multiple tasks seamlessly, ensuring accurate and timely completion while exhibiting strong attention to detail and organization
• Ability to deliver projects on time and at budget

Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Special Instructions Summary

Posted

09/01/2023

Posting Contact Summary

Should you have questions specific to this position please contact the following individual

Contact

DavidAnn Johnson

*

davidann.johnson@tccd.edu
Applicant Documents
Required Documents

1. Resume / Curriculum Vitae
2. Cover Letter

Optional Documents

1. Unofficial Transcripts
2. Certification / License