Events Coordinator 2

Posting Details
Position Information
Position Title
Events Coordinator 2
Working Title
Location
Olympia
EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.
Union Represented
Yes
Overtime Eligible
Yes
Monthly FTE
1.0
Salary Step (minimum monthly amount)
$3,035.00
Salary Step (maximum monthly amount)
$4,013.00
Cyclic Position
No
Cyclic Details
n/a
Project Position
No
End Date
n/a
Special Note
This is a full-time, overtime eligible position in Conference Services on the Olympia campus of The Evergreen State College as well as at the Historic Lord Mansion & Coach House in Olympia's historic South Capital Neighborhood.
Position Purpose
This position reports to the Events Coordinator 4 (working title: Conference Services Supervisor) and collaborates with other Conference Services staff to plan, arrange, and provide on-site support and coordination for various events at the Historic Lord Mansion & Coach House and on the Olympia main campus. The position has extensive contact with customers to ensure the logistics of events are made and successfully provided.
Nature and Scope
The Conference Services department is committed to attracting diverse programs and events, providing courteous and professional event and conference planning services, and coordinating the effective use of college resources both at the main Olympia campus as well as at the Historic Lord Mansion & Coach House in Olympia's historic South Capital Neighborhood. This position coordinates and supports events at both locations.
The incumbent is responsible for meeting with potential and current clients to conduct tours and site visits, as well as being on-site during events. This position requires the incumbent to work a varied schedule that includes early morning, evening, late night, weekday, and weekend work to meet business and customer needs, as well as travel between work sites.
Essential Functions

• Respond to facility use inquiries from multiple channels (email, web, phone, social media, etc.) and provide information regarding rates, policies, procedures, and availability with two business days of initial inquiry; forward inquiries as needed.
• Provide highly detailed customer service for a variety of events, including weddings, meetings, retreats, conference, and athletic camps.
• Meet with clients, complete intake/inquiry, schedule and conduct facility tours with potential customers and users of the facility, and provide rate quotes and general terms and conditions to clients using a standard template.
• Arrange and coordinate event logistics and services prior to the events, including schedule spaces and media equipment, arrange for or complete the set-up of furniture and equipment, coordinate custodial services, etc.
• Provide on-site coordination before, during, and after events and assure that physical details, such as furniture arrangement, are completed and that supplies and media equipment are ready; set up and take down equipment and furnishings, arrange tables and chairs for events, and ensure catering services are provided in a timely and presentable fashion.
• Work with other department staff to balance conference and event needs with the requirements for other event needs.
• Use computer software for conference and meeting database management (originate select events, update event details and client contact information, etc.), communication, word processing, reporting (run inquiries report and confirm open inquiries), and calendars.
• While at the Lord Mansion, perform light duty cleaning, such as sweeping, vacuuming, and mopping of the facility as needed pre- and post-event, keeping restrooms properly supplied with toilet paper, paper towels, soap, and other items between custodial service visits, emptying wastebaskets, etc.
• May direct the work of student workers.
• Other duties as assigned.

Additional Duties
Knowledge Skills and Abilities

• Ability to professionally represent and market Evergreen's Conference Services to potential customers and clients with ability to communicate effective and clearly, in writing, in person, and by telephone or email.
• Excellent interpersonal and customer service skills.
• Skill in and ability to coordinate services and logistics for events with attention to detail about use of location and media, venue, layout.
• Ability to maintain and update computerized and paper records through the event life cycle.
• Capability to work independently as well as collaboratively as a team member and work in an environment with frequent interruptions.
• Ability to provide accurate and detailed communication to department staff, clients, and service providers.
• Ability to think quickly to problem solve issues as they arise.
• Knowledge of the Americans with Disabilities Act (ADA) and college safety requirements.
• Ability to work with computerized conference management system and proficiently maintain computerized client records in databases.
• Ability to travel to events, particularly between the Main Campus and the Lord Mansion and operate a college/state owned vehicle.
• Must have physical ability to lift, push, and carry up to 50 pounds and ability to perform physically demanding tasks associated with event set-ups, such as moving racks of chairs and tables from storage; bending and stooping to setup tables and chairs independently, making other physical room layout arrangements using carts, as well as performing cleaning functions.

Minimum Qualifications
Desired Qualifications

• One year of experience in event or conference coordination.

Conditions of Employment

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
• Must possess a valid driver's license and be in compliance with the college's eligible driver requirements.
• Vacation time leave may not be approved during the summer months, typically June through August as this is the department's peak season.
• Must be able to work a flexible schedule, including early mornings, evenings, late nights, weekdays, and weekends.

Benefits
A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please view https://www.evergreen.edu/payroll/benefits-package.
Posting Detail Information
Posting Number
S2024-024
Number of Vacancies
1
Open Date
03/18/2024
Close Date
04/08/2024
Special Instructions to Applicants