Events Coordinator 2

Job Summary

Provide support services for single-day conferences, seminars, and workshops. Review events and services to be provided for compliance with applicable laws, regulations, and policies. Have financial responsibility for contracts negotiated and fees charged. represent conference services to outside organizations and the community. Assist higher level staff with more detailed events.

Essential Functions

• Reviews events and services to be provided for compliance with applicable laws, regulations and policies.
• Provides information regarding details of current or scheduled conferences such as location, registration process, dates, times and deadlines.
• Prepares, compiles, and assembles printed conference materials, such as brochures, publicity releases, and course materials. arranges for reproduction and mailing of materials.
• Participates in planning sessions by answering questions regarding arrangements, taking notes of sessions and reminding participants of deadlines.
• Maintains contact with conference sponsors. monitors conference expenses against established budget; monitors established conference timeline.
• Provides on-site coordination of registration such as nametags, packet materials, rosters and program evaluation forms; assures that physical details such as furniture arrangements are completed and that supplies and media equipment are ready.
• Receives calls after hours to resolve problems that arise with events.
• Arranges for campus tours connected with facility rental for conferences, meetings and events.
• Composes and types memoranda and correspondence to speakers, conference participants, site personnel and others involved with conferences.
• Assists and troubleshoots 25Live concerns for internal and external users.
• May occasionally coordinate support service for repeated or routine multi-day events.
• Monitors 25Live events and processes scheduled events.
• Calculates and summarizes rental fees for events for approval.
• Coordinates with internal staff and external customers for events and use of facilities.
• Manages on-campus events and provides on-site assistance.
• Manage the ASWVC Motor Pool, including vehicle maintenance, check-ouUin process, billing, tracking vehicle mileage, approving and training van drivers, overseeing compliance with WA fleet management regulations and procedures, and hiring, scheduling, and maintaining COL drivers for the Knight bus.
• Managed database files and correspondence between rentals and revenue.
• Manage billing of service using WVC policies and procedures.
• As requested, provide written reports on usage and revenue to the director of student life and ASWVC.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.

Qualifications

Minimum Qualifications:

• High school diploma or equivalent.
• Two years of work experience involving public contact such as secretarial, sales promotion, setting up conferences, public information or in the hospitality industry.

Preferred Qualifications:

• Event coordinating experience including scheduling and managing various events
• Proficiency in spreadsheet and word processing (Microsoft Excel and Word preferred).
• Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.
• Bilingual to Spanish and English.

Knowledge, Skills, & Abilities

• Organizational skills: The ability to manage time and resources to achieve the desired outcome.
• Demonstrated ability to use exceptional communication and interpersonal skills demonstrating professionalism, empathy, diplomacy, discretion and integrity in interactions with diverse constituencies.
• High level of proficiency and accuracy in software packages including word processing, spreadsheets and database applications.
• Quality: Accurate and thorough, prepare detailed reports, evaluate processes to identify ways to improve and promote quality.
• Diversity, equity and inclusion: Demonstrated competency and experience working in a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, gender and racial/ethnic backgrounds and those with physical, emotional and/or learning disabilities.
• Professionalism: Approach others in a tactful manner, react well under pressure, treat others with respect and consideration and follow through on commitments.
• Ability to assess situations, exercise independent judgement, resolve issues and coordinate with IT support services when technical issues arise.
• Communication and interpersonal skills: The ability to speak confidently to stakeholders and vendors and have a friendly approach.
• Time management skills: The ability to coordinate with vendors, shops, and employees to ensure the event is completed on time.

• Problem-solving skills: The ability to respond calmly to unexpected challenges, cancellations, or changes to client requests.
• Customer service skills: The ability to understand the needs of clients and provide solutions.

Additional Information

Terms of Employment:

The current vacancy in administrative services is a part-time, 62.5% (25 hours per week), overtime and benefit eligible position expected to begin as soon as possible. The starting salary is $41,724 ($26,077.50 prorated) annually with periodic increases and earning potential to $49,116 ($30,697.50 prorated) annually. The list established by this recruitment will be active for a minimum of three months and be used to fill this position only.

Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance; life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits website at: https://www.wvc.edu/humanresources/benefits.html,

Work Schedule & Environment:

• Work hours and days must be flexible depending on the needs of the college and events scheduled.
• Work is conducted as needed and where needed on Wenatchee campus.
• Office setting as well as campus wide monitoring of events.
• Regular and consistent attendance required.

Conditions of Employment:

• An offer of employment will not carry with it any responsibility or obligation on the part of the College to sponsor an H-1B visa. Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity, and eligibility verification as required by the U.S. Citizenship and Immigration Services.
• All offers of employment are subject to background checks. Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

• Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.
• A valid Washington state driver's license may be required.

Bargaining Unit:

This position has been designated as a bargaining unit position represented by the Washington Public Employees Association.

Application and Selection Procedure:

Complete application packages must include the following:

• Complete Wenatchee Valley College online application.
• Upload cover letter that specifically describes how your educational background and experience meet the minimum and preferred qualifications.
• Upload resume.
• Complete supplemental questions.

It is your responsibility to submit all required application materials before the deadline. Please do not send reference letters or other unsolicited materials. They will not be shared with the screening committee and cannot be returned to you. Only finalists may be asked to send additional materials.

Attachments from prior applications will not upload automatically to your new application. Should you have difficulties uploading your documents, please contact NeoGov Technical Support at 1-855-524-5627 for assistance.

The position closes at 11:59 p.m. PST, February 6, 2025. The college reserves the right to reopen or extend the closing date. A limited number of applicants who meet the needs of the position and the college will be interviewed.

Reasonable Accommodation:

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling 509-682-6440. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Equal Opportunity Employer:

Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race, creed, color, national or ethnic origin, sex, sexual orientation, gender identity or expression, the presence of any sensory, mental, or physical disability, or the use of a service animal by a person with a disability, age, parental status or families with children, marital status, religion, genetic information, honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030, 040 and other federal and laws and regulations, or participation in the complaint process.

Equity Statement:

Research suggests that women, gender diverse, BIPOC individuals may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage anyone who believes they have the skills and the drive necessary to succeed here to apply for this role.

The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses:

• To report discrimination or harassment: Title IX Coordinator, (509) 682-6716, Dial 711, title9@wvc.edu.
• To request disability accommodations: Student Access Director, Wenatchi Hall 2133, (509) 682-6854, TTY/TTD: Dial 711, sas@wvc.edu.

This recruitment announcement may not reflect the entire job description and can be changed or modified at any time.