Conferences & Events Coordinator

POSITION CODE: 6956/6957

DEPARTMENT/ADMINISTRATION: Advancement

APPOINTMENT: Staff, 40 hours/Full-time, Twelve (12) Months

SALARY RANGE: $17.12 – $19.00 per hour

HIRING RANGE: The anticipated hiring range is near or at the minimum of the classification, commensurate with the candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: 6 months 

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE 

POSTING DATE: November 20, 2023

APPLICATION DEADLINE: Open Until Filled, Apply Immediately

Definition of Classification:

The Conferences & Events Coordinator provides ‘One Stop’ professional-level event planning and execution. Providing support to the department in planning, organizing, and implementing events, conferences, and meetings functions University-wide.

Reporting to the Sr. Director of Conferences & Events, this position will liaise with clients including University departments, students, and external clients in support of implementing events and functions.

This position requires flexibility to work evening and weekend hours as well as some early mornings, and on-call availability, as required.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Meets with clients and vendors to effectively consult and confirm all event needs and requirements; clients include University departments, students, external clients, and summer conferences.
• Manages multiple events while maintaining high standards.
• Uses 25Live online reservation system to input and communicate event details to clients and University departments.
• Creates, produces, and updates facility diagrams for client and staff use during the event planning process.
• Collaborates with University departments such as Facilities Management, Harvest Table (catering services), Audio Visual Services, and external vendors, to coordinate event needs and requirements for flawless execution.
• Serves as one of the office receptionists; answers phone and helps with walk-up guests; responsible for general office maintenance.
• Event setups and breakdowns; ensures setups are done correctly, safely, and in a timely fashion; loads and transports equipment in truck and cart, unlocks and secures facilities as needed while securing department keys in the office and in the field.
• Checks in on events and provides professional event management to ensure client satisfaction and facility security.
• Maintains a thorough knowledge of campus and community activities in order to provide accurate information.
• Adheres to all University, department, and safety policies and procedures.
• Performs other related duties and special projects as assigned.

Qualifications Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• High school diploma or equivalent supplemented with two years of additional
• Three (3) years of experience in event planning and logistics or related experience.
• Experience in handling multiple situations of varying complexity and time frames simultaneously.
• Experience in responding to high-stress situations in a calm, rational manner.
• Must possess a valid driver’s license with a good driving Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Knowledge and Skills:

• Working knowledge and understanding of event planning.
• Ability to work on several tasks simultaneously. 
• Effective organizational and project management skills.
• Excellent customer service and event planning skills.
• Excellent verbal and written communication skills to effectively communicate with diverse populations.
• Strong interpersonal skills.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, PowerPoint, and other applications.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to function well independently and as part of a team.
• Adaptable to change in a fast-paced environment.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements/Working Conditions: 

Working Conditions:

Standard office and field setting. Duties performed outdoors for events and in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort. The position requires weekend and after-hours schedules. Also, some early mornings, and on-call availability, as required.

Physical Demands:

Incumbents regularly sit for long periods; walk on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; and lift, carry and/or move objects typically weighing up to 10-25 pounds and on occasion up to 50 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for an accommodation or an alternative application process.

HIRING RANGE: The anticipated hiring range is near or at the minimum of the classification, commensurate with the candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on the final candidate's qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics, and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs.  Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.

FOR MORE INFORMATION VISIT

http://www.redlands.edu/human-resources/employment/

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER