Description

The Coordinator, Conferences and Events plans and oversees the arrangements and execution of various conference center events at the J.E. Broyhill Civic Center (JEBCC). The employee is also tasked with growing and developing the business/community rentals program; performing a variety of responsible and confidential administrative, secretarial and clerical duties; and providing information and assistance to faculty, staff, students and the public. 

Examples of Duties

Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:
 

1. Gather and provide all dates and documents for contracts at the conference center including contract, usage procedures, set-ups, and any other required documentation to the Coordinator, Administrative Services for contract execution and payment processing.
2. Meet with prospective customers to provide tours, discuss services and to customize each event. 
3. Serve as the onsite point of contact during conference center events, addressing any requests and needs. 
4. Coordinate catering requests with JEBCC Catering staff and room utilization, service areas, technical and set-up information with appropriate civic center staff. 
5. Ensure all conference center areas required by customers are prepared and presented as contracted.
6. Supervise and assist as needed with set-up, breakdown and clean-up for events. Ensure pre-event walk-throughs and post-event security checks are completed at each event.
7. Collect all conference center related invoice/receipts and forward all billing information to Coordinator, Administrative Services.
8. Screen office and telephone calls; respond to requests for information from the general public and sensitive complaints from students, faculty and staff in a courteous manner; resolve concerns and complaints; refer inquiries as appropriate. 
9. Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
10. Serve as primary back-up for the Service Coordinator, JEBCC Catering Group.
11. Provide information for social media sites & website updates to appropriate JEBCC staff. 
     

Marginal Functions:

1. Create a list of potential conference center renters, businesses, conferences, etc. and develop relationships; participate in community activities to network; grow business/conference rentals.
2. Contact the public and outside agencies in acquiring and providing information and making referrals.
3. Create client satisfaction surveys and compile results into relevant reports independently and, when appropriate, in conjunction with performing arts and/or catering.
4. Recommend performance improvements, policies and procedures for the conference center.
5. Participate in professional development activities and required employee training. 
6. Open and close facilities, as needed. 
7. Assists in box office and/or concession areas at Civic Center, as needed.
8. May serve as a notary public and notarize documents, as requested.
9. Perform other duties as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

Qualifications and Working Conditions

Knowledge of: 

Event coordination and logistics.

The mission, goals and objectives of the college.

Safe work practices and procedures.

English usage, spelling, grammar and punctuation.

Pertinent federal, state, and local laws, codes and regulations.

Operations, services and activities of the assigned department.
Modern office procedures, methods and computer equipment.
Basic accounting and mathematics principles.
Various computer software programs and networks.
Alpha and numerical filing systems.
 

Ability to:

Provide exemplary customer service.

Organize, direct and supervise a variety of conference center events.

Work independently in the absence of supervision.

Interpret, explain, and enforce departmental policies, procedures, laws and regulations.

Understand and follow oral and written instructions.

Establish and maintain effective, cooperative working relationships with those contacted in the course of work.
Understand the organization and operation of the Civic Center as necessary to assume assigned responsibilities.

Operate and use modern office equipment including a computer.

Respond to difficult requests and inquiries from students, faculty, staff and the public.

Communicate clearly and concisely, both orally and in writing.

Environmental Conditions:

The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace and working closely with others. 

The employee must sustain the work environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:

Essential and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking, or sitting for extended periods, moderate lifting and carrying, general manual dexterity, operating assigned equipment, and extended exposure to computer screens. 

The employee must maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating programs and personnel’s effectiveness. 

Scheduling Conditions:

This is a full-time position working 36-hours a week, with a varied schedule which requires availability for nights, early mornings and/or weekends, on any Caldwell Community College & Technical Institute site (or arranged off-campus site) as needed.  

Traveling Conditions:

Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.