Coordinator Of Campus Events

Location: Schenectady, NY Category: Professional Posted On: Fri Oct 27 2023 Job Description:

SUNY Schenectady County Community College is seeking a Coordinator of Campus Events. Reporting to the Executive Director of Marketing and Public Relations, the Coordinator of Campus Events is an administrative staff (unrepresented), 12-month position. The Coordinator of Campus Events schedules and coordinates public seminars, conferences, and event activities for campus and community organizations. The Coordinator of Campus Events is responsible for managing various aspects of events and partnering with departments to ensure facility scheduling, set-up, technical and AV equipment requirements, catering, security, parking and event follow-up. The Coordinator of Campus Events works closely and effectively communicates with a broad spectrum of offices and individuals both on-campus and in the community. The Coordinator of Campus Events also works with college public relations and marketing staff to promote and market the use of Campus facilities for external users, and assists with arrangements for media-centric events such as ribbon cuttings, grand openings, and dedications. The Coordinator of Campus Events works closely with faculty in the Department of Hospitality and Culinary Arts (HCAT) reserving all banquets that are conducted by the Banquet Management and Operations and Quantitative Food classes in the Van Curler Room. The Coordinator of Campus Events is required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events.

RESPONSIBILITIES:

• Schedules facilities and services for College and outside organizations' events; maintains weekly and monthly facility activities calendar; updates calendar as required

• Recommends to supervisor approval or denial of facility rental for specific events by reviewing events requests in keeping with existing Board policies

• Assists in the development and recommendation of policies related to facility use

• Coordinates with renter's management to negotiate rental costs and determine requirements of renter in regards to technical/AV equipment, security and/or other needs

• Ensures adequate staffing for events and schedule set-up, technical, stage and other crews accordingly; monitors and directs all staff assigned to an event

• Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities

• Maintains contact with renters via telephone, email or other written correspondence

• Works with users to formalize requests and contracts for review and approval

• Represents the College in the marketing of its facilities and services to internal and the external community

• Works jointly with the public relations department in development of marketing materials

• Attends events to facilitate operations; trouble shoots and responds to emergencies, problems, etc.; ensures all aspects are implemented and controlled according to plan

• Maintains direct contact with personnel from the various outside organizations and College departments associated with scheduled events

• Compiles materials for event programs; maintains mailing lists for distribution of events calendar or other pertinent information

• Works with artists, pertinent staff, and faculty to, coordinate art displays around campus

• Collaboratively works with the College's communications staff and Student Affairs Division staff to promote greater attendance at Campus Events

• Responsible for the preparation of an annual assessment covering the position's responsibilities and corresponding action plan in support of the College's Mission Statement, Vision Statement, and Strategic Plan

• Shows potential clients the Van Curler Ballroom where banquet classes are held

• Distributes menus with policies and procedures; answers any questions about availability of dates, menus, initial and final guarantees and details for the banquet

• Quote prices and collect deposits to hold date

• Book and reserve all banquets conducted by the banquet classes

• Input data into event software program and disseminate to all stakeholders

• Assist HCAT faculty in scheduling of Special Event Dining Series and fundraising events based upon availability

• Perform other job related duties as assigned

Job Requirements:

Minimum Qualifications:

• Bachelor's degree in Business Administration or related field and two years' experience in facilities and/or service administration and coordination or event planning, OR Six years of experience in facility and/or service administration and coordination or events planning, OR Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved

• Two years' experience in a supervisory or coordination of a complex service activity

• Superior organizational and project management skills are required, including the ability to organize and prioritize work to meet multiple and competing deadlines

• Experience working with budgets, invoicing, and contract negotiation

• Knowledge of supervisory practices and principles

• Skill in public relations and handling complaints

• Excellent skills in Microsoft Office applications

Special Information:

• VISA sponsorship is not available for this position

• The incumbent will be required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events.

• Offers of employment will be conditional based on the successful completion of a background check and verification of official College transcripts.

Additional Information:

Salary: $48,000/year