Coordinator II, Events

Lake Tahoe Community College District (LTCC) announces an opportunity to work as the Events Coordinator II for the Community Education & District Events department.

The Events Coordinator II, a full-time position, is responsible for delivering a wide variety of community, campus, and District events, such as, the annual Intensive Summer Spanish Institute (ISSI), TEDxSouthLakeTaheo, Gift of Literacy, and Convocation week activities.

This position reports to the Director of Community Education and District Events; however, due to the cross-functional nature of this role, will work closely with members of Senior Leadership including the Dean of Instruction and Superintendent/President. This coordinator position will require a high degree of autonomy and independence while working on high-visibility projects.

Follow this link for details on how to apply: https://ltcc.peopleadmin.com/postings/1961

Definition:

Under the direction of the Director of Community Education & District Events, this position will be responsible for planning, coordinating, and overseeing special events and activities to enhance the experience of students, staff, and the community of Lake Tahoe Community College District (District). This position will perform a wide variety of general or specialized office support, clerical, secretarial, and routine administrative and programmatic work in support of the assigned department, division, or function; exercise judgment and initiative; relieve assigned staff of clearly defined and delegated administrative or technical detail; sort, log, and maintain a variety of files and records; and assist students, staff, and the community by providing information related to specific area of assignment and executing on high level events.

Distinguishing Characteristics:

A Coordinator II is the highest-level class in the Coordinator series with oversight of a designated program. Has a higher level of autonomy and responsibility than a Coordinator I as it reports to or is held accountable by an administrator. Work is performed within broad guidelines, high levels of independent judgment, and involves responsibility to lead and provide direction of projects and/or staff performing related duties. Duties involve performing the most high-level and difficult tasks, requiring specialized or advanced skill in one or more areas of the work assigned. Impact on students, financial, physical, or personnel resources is generally department, division, or district wide with external connections. 

Representative Duties:

Plan, organize, coordinate, promote, and facilitate complex District events to benefit students, staff, and the community including such events which are high in visibility; high in organizational and community impact; and high in risk thus requiring specific expertise due to guest list complexity, security concerns, or a high consequence of error of these events. Such complex events would include community events (e.g., TEDx South Lake Tahoe and Gift of Literacy), for-credit program events (e.g., Intensive Spanish Summer Institute), large scale staff events (e.g., faculty speaker series, faculty and staff appreciation weeks, convocation), ad-hoc events (e.g., groundbreakings, ribbon cuttings, campus anniversaries), large scale training and engagement events (e.g., all campus team building day). Additionally, provide assistance to ensure continuity of approach for graduation and the scholarship awards ceremony. This does not intend to address student-only or foundation events (e.g., meta-major events, honor roll ceremonies, transfer day, cram nights, senior day).

Serve as the primary oversight and support in the coordination of all logistical details pertaining to the Intensive Spanish Summer Institute (ISSI). Plan and coordinate closely with ISSI Academic Lead, volunteers, instructors, staff, and vendors.

Schedule and maintain communication with event contractors, producers, volunteers, vendors, and participants. Coordinate and monitor event timelines; review success of events and make recommendations for changes.

Work collaboratively with community partners, service groups, clubs, organizations, agencies, and District staff to generate ideas for events, conduct research on similar events in other locations including feasibility evaluation; recommend events for implementation.

Coordinate with marketing to design and produce marketing programs related to promotion of events including written materials and community outreach through media. Act as point of contact with the Marketing and Communications Department for promotion of activities and District events.

Assist other District staff, students, the general public, and outside groups and agencies by providing information related to specific program area of assignment; receives office and telephone calls; respond to complaints and requests for information relating to assigned responsibilities; explain programs, policies, and activities; refer callers to appropriate staff for further assistance as needed.

Provide information and facility rental forms and assist in filling out forms; collect, verify, review, and process materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports.

Make appointments and maintain a calendar of activities, meetings, and various events for assigned staff; coordinate activities with other departments, the public and outside agencies; organize meetings by notifying participants, making room arrangements, and preparing required informational materials; make travel arrangements as necessary.

Organize and coordinate work activities; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.

Maintain accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems.

Perform a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; assist in administering a program budget; monitor expenditures; receive and process event/rental payments.

Prepare and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminate information as appropriate.

Other Duties:

Perform related duties as assigned.

Education and Experience

Any combination equivalent to: 

• Bachelor’s degree in any discipline, with preferred degree in public administration, business administration, public relations, communication, journalism, or English; and
• three years of community service or event program coordination and implementation experience.

Knowledge of:

• Methods, techniques, and procedures used in the planning, development, and delivery of special events and facility rentals.
• Public relations and marketing principles and practices
• Applicable state and federal laws including copyright laws; applicable local event codes and regulations of events and other local agencies. 
• Principles and procedures for implementing, directing, and promoting special events and activities.
• Principles and procedures of safety risk management.
• Internet applications as they relate to public information activities. 
• Computer applications such as word processing, spreadsheet, and database applications. 
• Methods and techniques of proper phone etiquette.
• Basic business letter writing and the standard format for typed materials.
• Methods and techniques for basic report preparation and writing.
• Principles and procedures of record keeping and filing.
• English usage, spelling, grammar and punctuation.

Ability to:

• Attend and coordinate events on weekends, holidays, evenings, and flex schedule as necessary
• Adhere to a project budget and monitor expenditures. 
• Design and edit a variety of materials; write in a creative, descriptive, technical or factual style. 
• Coordinate complex projects and meet deadlines. 
• Work collaboratively and build successful relationships with a wide variety of individuals and community organizations. 
• Effectively multi-task and address concerns/complaints from the public with tact and professionalism. 
• Prepare presentations and speak effectively at various public forums. 
• Observe and problem solve operational and technical policy and procedures. 
• Analyze, interpret, and explain division policies and procedures. 
• Communicate clearly and concisely, both orally and in writing. 
• Establish and maintain effective working relationships with those contacted in the course of work. 
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. 
• Read, understand, and review documents for accuracy and relevant information. 
• Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures. 
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds, and disabilities of community college students and staff.

Additional Requirement (Licensure/Certification):

• No additional requirement. 

Working Environment:

• Indoor Office/Outdoor environment. 
• Frequent standing, sitting, reaching, walking and occasional carrying, bending, and lifting including overhead and above waist.