What are the responsibilities and job description for the Campus Events Coordinator position at Central Oregon Community College?
Position Details
Position Information
Position Title
Campus Events Coordinator
Classification Title
Classified
Position Number
B1197PD
Grade Level
17
Starting Wage/Salary
$22.07 - $22.96/hr plus exceptional benefits
Close Date
02/23/2025
Open Until Filled
No
Open Until Filled Notes
Position Type/Employee Class
Classified
Faculty Status
FTE
1.0
Contract Months
12
Overtime Eligible
Non-Exempt
Location
Bend
Hybrid Remote Work Eligible?
No
Exceptional COCC Benefits Summary
TO VIEW BENEFITS & PERKS
Primary Purpose
The Campus Events Coordinator is the first point of contact for third-party facility users and is responsible for arranging, booking and coordinating facility and logistical support for event operations at the college, and supports a range of community engagement functions. The position will also serve as a point of contact for both internal and external stakeholders on college sponsorships and community support initiatives.
Essential Duties and Responsibilities
Event Communications:
- Serve as first point of contact for external sponsorship opportunities.
- Meet with internal and external stakeholders to conduct walkthroughs, discuss facility use needs, view potential rental spaces, set additional planning meetings as necessary, and establish event plans.
- Advise and monitor groups and organizations using college facilities of building and event policies and procedures, restrictions and related laws and government regulations, safety and liability issues and insurance requirements.
- Generate facility use contracts with external stakeholders, and communicate updates, concerns and arrange final details with facility users.
Facilities Scheduling:
- Serve as lead for external events and facility use, providing customer service and coordinating the work of others in support of events held on campus. Create schedules for key internal staff/employees needed and work closely with all affected departments and Campus Services.
- Manage booking/reserving of all facilities and other services (e.g. catering, IT support, Campus Services, etc.).
- Serve as point of contact for troubleshooting or change orders and requests, and maintain system for tracking event details.
- Create event/room charge schedules and subsequent invoices, and participating in the annual review of rental rates for spaces across all campuses.
- Perform other essential functions as assigned that support the overall purpose of the position and the office of the College Advancement.
Department Specific
Knowledge, Skills, and Abilities
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
- Demonstrated knowledge and understanding of event planning, managing and problem-solving skills.
- Ability to work flexible evening and/or weekend hours to support event needs.
- Excellent written and verbal communication skills.
- Ability to communicate information effectively regarding College policies and procedures to customers.
- Ability to communicate effectively with students, staff, and faculty from diverse backgrounds.
- Ability to manage conflicts within and/or between groups and to work in a team environment.
- Ability to develop strong working relationships with people from different cultural backgrounds and other aspects of human diversity.
- Ability to monitor budgets and other administrative processes in a timely and professional manner.
- Ability to meet deadlines, set work priorities, and manage workload.
- Ability to use software programs and database systems which include Microsoft Office Suite, email, website editing, basic desktop publishing, and modern office equipment.
Ergonomic Requirements
Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the events.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Minimum Requirements
Education:
- Associates degree.
Experience:
- Two (2) years of related professional work experience in event coordination, event support, and administrative coordination or logistics management.
Equivalency Statement
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
All employees are required to successfully complete and pass a background screen, which includes a criminal history check.
Preferred Qualifications
Education:
- Bachelor’s degree.
Experience:
- Experience in a higher education setting.
- Experience submitting work orders/tickets into a company-wide system.
EEO Statement
The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
Salary : $22 - $23
