Internal Events And Education Coordinator I

Description

Position Overview

Enhance the TAC Events Center and meeting rooms to establish an inclusive setting for TAC staff, county officials and supporters of county government. Collaborate with the Events Center Team to organize Internal Events and Education programs for TAC staff. Provide customer service to TAC members, staff guests, tenants, and the general public. Manage data entry, cost recording, invoice generation, report creation, and maintain communication with TAC staff, vendors, and event sponsors during the event planning process and execution.

Essential Job Functions

1. Manage all facets of organizing Internal Events and Educational opportunities for TAC staff, covering tasks such as scheduling, coordinating meeting room setups, AV and media arrangements, as well as ordering supplies and catering to diverse groups and preferences. Additionally, handle weekly catering for Events Center guests and address ADA requests in collaboration with meeting organizers.
2. Maintain prompt and transparent communication with Events Center customers, encompassing event sponsors, vendors, and TAC staff. This involves identifying meeting requirements, collaborating with them throughout the planning process, and providing onsite assistance during the event.
3. Utilize specified software to schedule, approve, and address meeting conflicts in alignment with department policies and procedures. This is done under the guidance of the Senior Internal Events and Education Coordinator, as well as the supervisor/manager.
4. Manage the procurement of supplies and maintain inventory for the Events Center, Event Center kitchen, and the 4th-floor Coffee Shop, including overseeing food and beverage costs, following department policies and procedures. Additionally, ensure the cleanliness and organization of the Event Center, Event Center kitchen, 4th-floor Coffee Shop, and designated storage closets are monitored and maintained regularly.
5. Conduct errands related to the Events Center, involving transportation, pickup, and delivery. A valid Texas driver's license and satisfactory driving record are essential, as the role requires the ability to drive.
6. To ensure the success of events, you are required to be present in the office for 90% of your time. Additionally, travel is necessary as needed to execute assigned programs, with a 15% travel requirement. (standard TAC telework policy does not apply)
7. Perform other duties as assigned.

Non-Essential Job Functions

1. Develop and distribute event-related reports and signage as needed, including individual meeting room signage and in-house monitor system.
2. Provide customer service for TAC members, county officials, staff, and the general public.
3. Perform and manage emergency response for attendees of events in the Event Center in compliance with the TAC emergency response policy.
4. Communicate and collaborate with Senior Event Center Coordinator on required repairs, replacements, and event-related service requirements, as necessary.
5. Collaborate with Senior Event Center Coordinator on Events Center related reports, department file requirements and credit card reporting.
6. Fill in as needed for TAC receptionist (phones).
   

Qualifications

Experience/Education Requirements

• High school graduate or equivalent.
• Preferred experience in event planning or project management

Other Skills and Abilities

• Position requires excellent communication skills, both written and verbal, and the ability to relate to persons with a variety of cultural, economic and Educational backgrounds.
• Position requires a high degree of professionalism in representing TAC in significant contacts with elected officials, public employees, and members.
• Must be proficient in use of personal computer and Microsoft Office products including: Word, Excel, and PowerPoint. Experience with relational databases required, iMIS preferred.
• Preferred proficiency in the use of audio-visual equipment.
• Should be able to function independently with minimal supervision.
• Excellent time management and record keeping required.
• Valid Texas driver's license and good driving record required; must be able to drive.

Physical Requirements

Serving food and beverage, setting up tables and chairs, moving equipment.

Transporting food & beverageRequiredLiftingRequired (50 lbs.)Pushing or pulling loadsRequiredReaching overheadRequiredKneeling/squattingRequiredClimbing laddersLimited

NOTE: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned. This job description is subject to change at any time