Event Coordinator Assistant

**TITLE:** Event Coordinator Assistant

**REPORTS TO:** Event Coordination Supervisor

**SCHEDULE:** Part time. Hours will vary based on department and Academy need. Nights and weekends are required. Most hours are September- December and April- June with slow periods in between. This position is considered essential personnel\*.

**WAGE RANGE:**$22 - $23.50 plus shift differential

**Pay Group**

**Type**

**Status**

**Fiscal Year Weeks**

**Class**

**Department**

**Location**

BiWkly (Hourly)

Regular

Part-Time

Full year (52 weeks)

Staff

Facilities Management

 On-site

Position Purpose
----------------

Assists the Event Coordination Supervisor to provide campus wide event coordination and planning with scheduling, logistics, and on-site execution of assigned events. Serves as a liaison between Facilities Management and stakeholders to ensure event readiness and smooth operation.

Job Responsibilities
--------------------

* Assist Event Coordinator in scheduling various events, including all internal and external events. Work directly with stakeholders with availability and event details to ensure a seamless experience.
* Assist Event Coordination Supervisor with scheduling highly visible and in demand community spaces on campus ).
* Utilize available software to manage events and rentals.
* For assigned events, act as the primary point of contact for coordinating Facilities Management’s operational support, coordination, and logistics execution for on campus events by internal departments and external entities.
* For assigned events, provide excellent customer service, communicating directly and effectively with stakeholders, coordinating equipment, materials, outside vendors, and other resources in addition to labor needs to meet customer requests.
* Attends events and meetings and ensures that the event runs smoothly – actively executing and checking setups, managing vendors and staff, providing audio visual assistance, and handling any difficulties as they occur to minimize disruptions.
* For assigned events; oversee setup, execution, and breakdown.
* Communicate event information with Facilities Management team, Campus Safety, Dining Services to ensure successful events.
* Develop and maintain strong relationships with new and existing guests through community outreach efforts, networking, and follow-ups.
* Assist in the campus wide moving of supplies, furniture, records, and/or entire departments.
* Assist with providing general housekeeping to event/meeting spaces as needed
* Aid with setting up audio visual systems to support event.
* Performs other duties as assigned.

Knowledge, Skills and Competencies
----------------------------------

* Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
* Self-motivated, strong attention to detail, excellent organizational, written, verbal, and interpersonal skills.
* Excellent computer skills with working knowledge of event management software and computerized maintenance management software.
* Ability to coordinate all phases in planning and executing an event, paying attention to all timelines and details, and the ability to organize others and establish and balance multiple priorities.
* Working knowledge of audio-visual systems for operation and set up.
* Ability to operate a box truck or similar vehicle for transporting equipment, furniture, etc.

Direct/Indirect Reports
-----------------------

None.

Position Requirements
---------------------

**Education**

* High School Diploma.
* Valid driver’s license

**Experience**

* Minimum of 1 year of experience in event coordination, planning and management.
* Must be at least 21 years old.
* Experience in an institutional or campus setting
* Experience working with adolescents in an educational setting is preferred.

Physical Requirements (if applicable)
-------------------------------------

1. Ability to lift and transport up to 50 lbs. without assistance.

Additional Requirements
-----------------------

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually), if applicable.
3. \*Essential personnel are required to report to or remain at work if instructed directly by designated personnel during emergency events or inclement weather.