College Events Assistant

Description

Hampden-Sydney College is accepting applications for a College Events Assistant.  Reporting to the Director of College Events, the College Events Assistant supports the mission of the College by assisting with the planning, development and successful completion of college-wide events, all outside contract and summer programs. Upholds and communicates the College’s space utilization and event policies to constituents. Maintains College’s overnight lodging properties from reservation to check-out. Serve as co-administrator of the College’s room reservation and event management software.

Duties
Serve as co-administrator of the College’s room reservation and event management software. Assists faculty, staff, and students with rooms scheduling and event submission. Coordinate with food service, outside contracts, athletics, academic departments, facilities management, and other departments as required to ensure all programs and events are logged correctly and setups requested appropriately. Collaborates with food service contractor, Facilities Management, and Public Safety and Police departments to ensure coverage.

Assists the Director of College Events with events as directed, and in absence of the Director. Responsible for: event guest lists, nametags and/or reserved seating, creating/ordering/printing/posting event signage. Create and collection information for event summary sheets to include: menus, guest lists with dietary restrictions, final invoices, etc. Assists with event setup/teardown, guest management, and event oversight. Responsible for storing and organizing event items in storage.

Based upon outside contracts and summer programs, with the assistance of Facilities Management, develops housing and accommodations schedule and communicates the schedule to appropriate offices on campus.

Inspects dormitories and other facilities before and after outside contract/program/camp occupancy. Prepares inspection documents and submits to Facilities Management a list of required repairs, cleaning, and other maintenance on a weekly or as needed basis.

Coordinates with the Director of the Fitness Center the use of the pool and Kirk Athletic Center weight room as appropriate for outside contract/program/camp. Collaborates with Public Safety and the Police concerning security, staffing, and scheduling for special functions. Communicates with the Facilities Management regarding housing and maintenance. Liaises with Athletics on athletic field preparations.

Manages registration, attendance, and supplies expenditure for each program/camp and distributes expense information and invoices to appropriate vendors and offices. Maintains data to track schedules and costs for programs/camps.

Provides assistance with outside contract/program/camp checkout and collection of keys as necessary. Prepares a list of keys to be replaced and ensures all keys as in place prior to the start of the next outside contract/program/camp.

Manages all aspects of utilization of College’s short-term or overnight rental properties – from reservation to check-out. This includes maintenance scheduling and invoicing.

Other duties as assigned.

Qualifications

Education/Experience
Associates degree (AA) required; Bachelor’s degree preferred. Three to five years’ prior experience, or equivalent combination of education and experience, are required. Event experience and/or experience working in higher education is preferred. Experience with relational databases, spreadsheets, and merging documents is required.

Apply here on our website.  Review of applications will begin immediately and continue until the position is filled.  Candidate interviews will be scheduled in January.  You may also mail your application to Hampden-Sydney College, Human Resources, P.O. Box 25, Hampden-Sydney, VA 23943.