Operations Coordinator

Position Summary

The Division of Cultural Affairs is seeking a Full Time Operations Coordinator. The Operations Coordinator position is responsible for coordinating and implementing operating processes related to daily business operations, staff assignments, member, patron and board communications at the Museum of the Coastal Bend, Leo J. Welder Center for the Performing Arts, and Emerging Technology Complex.

This position is benefits eligible.

About Our Institution

Victoria College (VC) is a vital public community college located in Victoria, Texas and has been a respected community partner in the Crossroads region since 1925 and continues to offer quality, affordable educational opportunities to help our students achieve their dreams. VC offers a variety of high-quality associate's degrees and transfer programs, preparing students for success in their chosen fields. The college fosters a close-knit community, serving approximately 7,100 students across diverse backgrounds and learning styles, including full-time, part-time, online, veterans, and adult learners. VC features five academic divisions:

• Academic Support & Student Success
• Allied Health
• Career & Technical Education
• Arts, Humanities, & Social Sciences
• Science, Mathematics, Engineering, & Physical Education

Duties & Responsibilities

Duties include, but are not limited to the following:

• Assist in operating Cultural Affairs venues to meet client, college, and student needs and achieve financial and business goals;
• Effectively communicate with Operations Manager, venue staff, clients, vendors and support staff to identify and fulfill needs and ensure customer satisfaction;
• Implement business processes as directed by Operations Manager, including contracts; invoices, expense payments, and daily register deposits according to college policies and procedures;
• Assist with planning, logistics, set-ups and implementation of events, exhibits, and education activities;
• Plan, schedule, coordinate, supervise and assist support staff and student workers in performing set-up and tear down of venue spaces according to client specification and facility standards in a timely and efficient manner; perform regular inspections to verify and report completeness and quality of work;
• Identify maintenance needs for Cultural Affairs venues, including but not limited to facility, equipment, and furnishings. Submit work orders to facilitate repairs. Effectively communicate maintenance needs and activities to Operations Manager and appropriate personnel;
• Utilize the College’s event management system to plan and implement routine events as assigned, including communicating with clients and vendors to identify needs and ensure customer satisfaction;
• Monitor events and communicate with Operations Manager to ensure client compliance, facilitate operations, respond to needs, and proactively handle event service issues;
• Create and deploy exterior marquee and room signage as needed;
• Coordinate regular inspections of venue interior spaces on a regular basis, ensuring that furniture and accessories are properly placed and in good condition. Submit routine reports of these inspections.
• Coordinate and maintain inventories of goods-for-sale and service supplies (such as concessions snacks, food service, linens and service ware) to identify and report needs, procure, and maintain stock;
• Coordinate and maintain accurate inventory and functionality of venue furnishings and equipment;
• Coordinates the scheduling and training of event staff (such as set-up, breakdown, house managers, front desk, box office, concessions) in concert with venue managers and other coordinators;
• Assist with the coordination of special services (i.e. dance floor, bar, etc…) as needed for events;
• Understand and operate basic facility AV in absence of IT staff;
• Participate in daily operations and event coverage, as required, which may include greeting guests, providing tours, making sales, and answering phones;
• Monitor events to facilitate operations and respond to emergencies/problems
• Actively promote and maintain professional working relationships with other operating areas and personnel;
• Attend staff and logistics meetings to determine the details and resources required for upcoming meetings and events.
• Attend training and maintain certifications for TABC seller-server, food handlers, and crowd management;
• Other duties as required.

Qualifications

• Bachelor’s degree required; 5-7 years of relevant experience in lieu of a degree will be accepted
• Two years minimum work-related experience including excellent customer service skills
• Experience utilizing effective organizational skills
• Willingness to work a flexible work schedule based on customer need and Cultural Affairs event schedule.

• Mechanical – Basic knowledge of machines and tools, including their designs, uses, repair, and maintenance.
• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for service, and evaluation of customer satisfaction.
• Building and Construction — Basic knowledge of materials, methods, and the tools involved in the construction or repair of buildings.
• Standard Office Software – Knowledge of standard software including calendar/email tools, word processing, and spreadsheets.

• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking — Talking to others to convey information effectively.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Troubleshooting – Determining causes of operating errors and deciding what to do about it.
• Equipment Selection – Determining the kind of tools and equipment needed to do a job.
• Repairing – repairing systems using the needed tools.
• Quality Control Analysis – Conducting tests and inspections of products, services, or processes to evaluate quality or performance.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Time Management — Managing one's own time and the time of others.

• Dependability – job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Adaptability / Flexibility – Job requires being open to change (positive or negative) and to considerable variety in the workplace.
• Attention to Detail – Job requires being careful about detail and thorough in completing work tasks.
• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.
• Speech Recognition — The ability to identify and understand the speech of another person.
• Speech Clarity — The ability to speak clearly so others can understand you.

Physical Demands

Work is generally performed in a variety of environments: office, interior operational settings, and outdoors, with frequent interruptions and irregularities in the work schedule. Frequent walking, standing, climbing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 30 pounds. Incumbent may be exposed to extreme temperatures, close quarter situations, high and precarious places, moving mechanical parts, and vibrations. Incumbents are frequently required to travel between campuses. Will be required to push and pull as part of event set up. Hearing of light to moderate sound is required by this job. The noise level in the work environment is usually moderate.

The following benefits apply to all full-time positions scheduled to work 30 hours or more each week. These full-time positions are also eligible to participate in our TRS retirement plan.

Victoria College offers an excellent benefit package for eligible employees that includes group insurance as well as a generous amount of paid time off:

Group Insurance
Health insurance

• Full-time employees: 100% VC paid; employee pays 50% for dependents

• Coverage for the new employee/dependents is effective on the 1st of the month following a 60-day waiting period

• Coverage for the new employee/dependents is effective on the 1st of the month following hire date
  • Flexible Spending Accounts – health and dependent care
  • Dental
  • Vision
  • Term Life
  • Short and long-term disability
  • Accidental death & dismemberment
  • As an added benefit, Victoria College issues a credit of up to $30 each month to full-time employees to help offset the cost of premiums

• Currently, the employee contribution is 8.25%. The state and Victoria College, together, contribute 8.25%
• Social security is deducted each pay period
• Payroll deduction for 403-b and 457 deferred compensation plans are available

• Workers compensation insurance
• Direct payroll deposit
• Tuition waiver for benefits eligible employees and their dependents through age 25
• Use of the Sports Center which includes treadmills, rowing machines, exercise classes, etc.
• Technology training

• Vacation for eligible employees (does not apply to faculty positions). Effective 90 days after start date
  • Full-time employees: 80 hours up to 10 years of service then 120 hours for 10 years of service
• Sick leave
  • Full-time employees: accrues at 8 hours each month
• Developmental and professional leave
• One week at Thanksgiving
• Two weeks for Winter Break
• One week for Spring Break
• Regular holidays
  • Labor Day
  • Martin Luther King, Jr. Day
  • Good Friday
  • Memorial Day
  • Juneteenth
  • Independence Day
• Non-faculty employees get Fridays off during the summer