What are the responsibilities and job description for the Coordinator II, Events position at ltcc?
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.
