What are the responsibilities and job description for the Event Coordinator position at Rose State College?
ROSE STATE COLLEGE ANNOUNCES AN OPENING IN ADMINISTRATIVE SERVICES
POSITION: EVENT COORDINATOR
Description of Duties: Serve as the campus coordinator for multiple internal and external events, including all aspects of the planning, implementation, management and administration of each. Develops and enhances the existing venue lease program to further the College’s goals, including: increasing net revenue, advancing strategic initiatives, and enhancing relations with key constituencies including faculty, staff, community, elected officials, local, regional and state agencies, and vendors. Reports directly to the Asst. Director of the Student Union and Event Services. Coordinate event production from start to finish, including communication with clients and vendors, processing documentation, developing site plans, coordinating event set-up, ensuring proper décor (floral, linens, etc.), event execution and cleanup, within the scope of the venue lease agreement. Resolves or manages the resolution of major problems and issues as they arise. Serve as liaison with event venue contacts on all event-related matters. Provides guidance and expertise to the Event Services team in the conception, planning, development, and implementation of conferences and events. Coordinates facility appointments and visits; becomes a logistical resource to those scheduling and planning events on campus. Negotiates and prepares event lease agreements, determines fees and terms; estimates costs and determines event budget. Negotiates vendor contracts for campus events. Provides functional direction to College personnel for the scheduling of room accommodations, meeting facilities, meal arrangements and support services, such as audio-visual, for contracted conferences and events. Establishes and maintains effective communications regarding event status with the clients, campus staff and other related contacts. Initiates and maintains contact with clients and campus staff via telephone, email, or written correspondence. Assist with the administrative management of events, including processing all deposits, payments from venue and equipment rental as well as other associated fees. Reviews and answers all phone and electronic correspondence related to internal and external events expeditiously; manages all contractual, insurance and risk management documentation, including collection of revenue checks and insurance liability information. Reconciles expenditures. Maintains file systems to support all operations and in compliance with internal and external audits. Arrange adequate medical and security coverage for events within the scope of the event lease agreement. Coordinates and conducts post-event debriefings with client and staff, as appropriate, to evaluate the success of events, incorporating that information into the planning and execution of subsequent events. Represents the College in a liaison capacity on matters relating to events at the College or community meetings. Coordinate with College Marketing Department and client marketing professionals to promote Campus event venues and subsequent events. Lead in maintaining Event Services website content ensuring ease and practicality of use for targeted audience. Propose new ideas to improve the event planning and implementation process. Assists with the development of event venue, equipment and support fees for review by College administration. Offers input in regards to the development of policies, procedures and operational guidelines for event venues. Coordinates with Safety and Security professionals to develop emergency guidelines for the operation of all event venues. Ability to work irregular hours, including nights and weekends. Regular attendance is an essential function of this position. Regular attendance is an essential function of this position.
Minimum Qualifications: Bachelor’s Degree in Marketing, Business, Communications, or related field. One year experience in working with events that require coordination with internal and external clients. Excellent customer service and interpersonal skills, both in person and by phone, with a high degree of professionalism. Expectations for workplace demeanor include working collaboratively and harmoniously with co-workers, clients and others by sharing ideas and resources willingly, constructively and positively. Occasional lifting and carrying items up to 20 lbs.; infrequently twisting or bending at the waist or reaching overhead; frequently traveling between buildings on campus, to other campuses or off-campus to meet with clients and/or vendors and attend events; frequent communication with clients, students, faculty and other staff members either in person or by telephone; standing or walking; sitting at a desk or workstation using a computer display, keyboard, and mouse; weekend and evening hours; some outdoor coordination will be required.
Desired Qualifications: Three years’ experience as an events coordinator, preferably at an IHE. Experience with any computerized scheduling software.
Application Deadline: February 14, 2025
Please submit application materials as requested. The original signed Rose State College application form and unofficial degree conferring transcripts must be received by this office for formal consideration; however, should an offer of employment be extended, official transcripts are required.
Candidate selected will serve a probationary period. All finalists may be subject to a background check and/or drug test.
(POSTED ON January 16, 2025)
Must be eligible to work in the United States
Rose State College's Annual Security Report, including VAWA disclosures, is located at
https://www.rose.edu/media/14656/2024_annual_security_and_fire_safety_report.pdf
An Equal Opportunity Employer
In accordance with the Americans with Disabilities Act, reasonable accommodations in
the application process will be provided upon written request.
HUMAN RESOURCES/AAO (405) 733-7979
6420 SE 15th STREET ~ MIDWEST CITY, OK ~ 73110-2799
Powered by ExactHire: 158665
POSITION: EVENT COORDINATOR
Description of Duties: Serve as the campus coordinator for multiple internal and external events, including all aspects of the planning, implementation, management and administration of each. Develops and enhances the existing venue lease program to further the College’s goals, including: increasing net revenue, advancing strategic initiatives, and enhancing relations with key constituencies including faculty, staff, community, elected officials, local, regional and state agencies, and vendors. Reports directly to the Asst. Director of the Student Union and Event Services. Coordinate event production from start to finish, including communication with clients and vendors, processing documentation, developing site plans, coordinating event set-up, ensuring proper décor (floral, linens, etc.), event execution and cleanup, within the scope of the venue lease agreement. Resolves or manages the resolution of major problems and issues as they arise. Serve as liaison with event venue contacts on all event-related matters. Provides guidance and expertise to the Event Services team in the conception, planning, development, and implementation of conferences and events. Coordinates facility appointments and visits; becomes a logistical resource to those scheduling and planning events on campus. Negotiates and prepares event lease agreements, determines fees and terms; estimates costs and determines event budget. Negotiates vendor contracts for campus events. Provides functional direction to College personnel for the scheduling of room accommodations, meeting facilities, meal arrangements and support services, such as audio-visual, for contracted conferences and events. Establishes and maintains effective communications regarding event status with the clients, campus staff and other related contacts. Initiates and maintains contact with clients and campus staff via telephone, email, or written correspondence. Assist with the administrative management of events, including processing all deposits, payments from venue and equipment rental as well as other associated fees. Reviews and answers all phone and electronic correspondence related to internal and external events expeditiously; manages all contractual, insurance and risk management documentation, including collection of revenue checks and insurance liability information. Reconciles expenditures. Maintains file systems to support all operations and in compliance with internal and external audits. Arrange adequate medical and security coverage for events within the scope of the event lease agreement. Coordinates and conducts post-event debriefings with client and staff, as appropriate, to evaluate the success of events, incorporating that information into the planning and execution of subsequent events. Represents the College in a liaison capacity on matters relating to events at the College or community meetings. Coordinate with College Marketing Department and client marketing professionals to promote Campus event venues and subsequent events. Lead in maintaining Event Services website content ensuring ease and practicality of use for targeted audience. Propose new ideas to improve the event planning and implementation process. Assists with the development of event venue, equipment and support fees for review by College administration. Offers input in regards to the development of policies, procedures and operational guidelines for event venues. Coordinates with Safety and Security professionals to develop emergency guidelines for the operation of all event venues. Ability to work irregular hours, including nights and weekends. Regular attendance is an essential function of this position. Regular attendance is an essential function of this position.
Minimum Qualifications: Bachelor’s Degree in Marketing, Business, Communications, or related field. One year experience in working with events that require coordination with internal and external clients. Excellent customer service and interpersonal skills, both in person and by phone, with a high degree of professionalism. Expectations for workplace demeanor include working collaboratively and harmoniously with co-workers, clients and others by sharing ideas and resources willingly, constructively and positively. Occasional lifting and carrying items up to 20 lbs.; infrequently twisting or bending at the waist or reaching overhead; frequently traveling between buildings on campus, to other campuses or off-campus to meet with clients and/or vendors and attend events; frequent communication with clients, students, faculty and other staff members either in person or by telephone; standing or walking; sitting at a desk or workstation using a computer display, keyboard, and mouse; weekend and evening hours; some outdoor coordination will be required.
Desired Qualifications: Three years’ experience as an events coordinator, preferably at an IHE. Experience with any computerized scheduling software.
Application Deadline: February 14, 2025
Please submit application materials as requested. The original signed Rose State College application form and unofficial degree conferring transcripts must be received by this office for formal consideration; however, should an offer of employment be extended, official transcripts are required.
Candidate selected will serve a probationary period. All finalists may be subject to a background check and/or drug test.
(POSTED ON January 16, 2025)
Must be eligible to work in the United States
Rose State College's Annual Security Report, including VAWA disclosures, is located at
https://www.rose.edu/media/14656/2024_annual_security_and_fire_safety_report.pdf
An Equal Opportunity Employer
In accordance with the Americans with Disabilities Act, reasonable accommodations in
the application process will be provided upon written request.
HUMAN RESOURCES/AAO (405) 733-7979
6420 SE 15th STREET ~ MIDWEST CITY, OK ~ 73110-2799
Powered by ExactHire: 158665
Salary : $45,750 - $53,050
