DEFINITION

To manage the scheduling, events, activities, and calendars of the College’s facilities for internal and external audiences and associated events, working collaboratively within the Community Relations Department.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Vice President of Marketing and Community Relations. Exercises direction of Custodial, Maintenance, Media, and Security personnel in their duties pertaining to events.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS – Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Analyze and recommend space for customers based on function and needs
• Develop a strategic plan for all events and coordinate logistical details
• Serve as the primary point of contact for high-quality events of all sizes from conception through completion
• Serve as project manager for internal events and work with College leadership to prepare for and host special events
• Assist the College as needed with space planning for College programs
• Provide day-of support for events, troubleshoot and resolve issues
• Develop and maintain a roster of approved college spaces for community organizations and agencies
• Administer the College’s campus operations policies, including room scheduling and fee collection
• Manage third-party service vendor contracts related to catering, linens, equipment, decorations, and other outside resources
• Create wayfinding signage for events and advise customers regarding advertising/marketing efforts for their events
• Collaborate with the CFCC Foundation on event space needs, resources, décor, catering, etc.
• Manage maintenance, custodial, security, and AV staff during events
• Work closely with Facilities and IT to maintain the appearance, cleanliness, and care of spaces used for conferences and events
• Work with Community Relations to maintain a college-wide calendar for events and develop marketing materials for facility rental
• Create and maintain current information packages and web assets for public rental of facilities
• Develop budget and forecast funds required for special event staffing, equipment upgrades and maintenance, materials, and supplies
• Collaborate with Student Services on events where student recruiting may be possible
• Collaborate with the College’s Safety Coordinator to accommodate parking needs for customers and ensure safety protocols are met at events
• Assess CFCC risk for external events and advise clients of facility, city, and county rules and insurance requirements
• Advise clients of fire code requirements
• Ensure all relevant contracts, permits, and insurance are executed and received prior to each event.
• Advise College staff of potential space usage conflicts.
• Utilize event software to prepare logistical floor plans for internal and external customers and maintain inventory and use of CFCC tablecloths and other linens used for events
• Create, publish, and maintain Rental Facility Policy and Procedures for all CFCC facilities and create event permission forms and checklists to assist internal users
• Provide leadership for large-scale College events and coordinate government official and VIP visits with Security officers/SROs and personal security details
• Collaborate with colleagues responsible for events to coordinate efforts and ensure continuity in staffing when out of the office.
• Maintain inventory and monitor the use of CFCC tablecloths and other event linens. Wash, dry, fold, and store linens for use. Ensure linens are signed out and returned.

Other Important Functions:

• Must be highly organized and detail-oriented, able to multitask efficiently.
• Ability to see the “big picture” and manage details such as décor, catering, entertainment, transportation, location, invitation list, special guests, equipment, materials, etc.
• Participate in professional development activities; stay abreast of new trends and innovations related to the position.
• Stay up-to-date on knowledge of community groups, activities, new facilities, and rental fees/policies.
• Recommend modifications to campus operations programs, policies, and procedures as appropriate.
• Serve on appointed college committees.
• Assist the Community Relations team as needed with proofreading projects, etc.
• Perform other related duties and responsibilities as required.

Qualifications

QUALIFICATIONS

Knowledge of:

• Event management practices, logistics, CFCC operations, and procedures.
• Large-scale event planning and implementation.
• Event marketing tools and techniques.
• Operational characteristics, services, and activities of the campus.
• Organizational and management practices of the College and administration.
• Business letter writing and basic report preparation.
• Modern office procedures, methods, and computer equipment.
• Pertinent Federal, State, and Local codes, regulations, and routine security procedures, e.g., ABC Commission, NHC Health Department.

Ability to:

• Take independent initiative to complete the responsibilities of the position.
• Facilitate the activities of campus events.
• Effectively present information about the College to civic groups, agencies, etc.
• Prepare clear and concise reports.
• Analyze problems, identify alternate solutions, and make recommendations supporting goals.
• Communicate clearly and concisely, both orally and in writing.
• Use reservation/information systems. 
• Communicate clearly and concisely, both orally and in writing.
• Maintain a professional demeanor (be friendly, cheerful, and approachable)
• Use MS Office using Word, Excel, PowerPoint, and Access proficiently.
• Establish and maintain cooperative working relationships with those contacted during work, including college staff, community groups, and the general public.
• Work flexible hours as required to meet customer needs during events that may take place outside of regular Monday-Friday business hours. Work may include evenings, weekends, and early mornings.
• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Communicating with others
  3. Reading and writing
  4. Working with numbers
  5. Handling varied tasks simultaneously
  6. Operating assigned equipment.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Walking, standing, and sitting for extended periods
  2. Operating assigned equipment
  3. Lifting materials
  4. Frequent use of stairs, pushing/pulling carts, bending, stooping, kneeling
• Maintain mental capacity, which allows the capability for:
  1. Making sound decisions
  2. Working with numbers
  3. Independent work
  4. Managing logistical details of complex events 
  5. Managing and prioritizing a variety of tasks in a deadline-driven environment.

EXPERIENCE AND TRAINING GUIDELINES

Minimum Education:

• Bachelor’s degree from an accredited college or university with major course work in event management, business, marketing, public relations, communications, or a related field required. 
   

Minimum Experience:

• At least five years of experience in event planning and coordination, preferably in a higher education setting
• Excellent communication skills, both written and verbal
• Strong negotiation skills and the ability to manage contracts and vendor relationships
• Extreme attention to detail and the ability to coordinate multiple moving parts
• Experience writing contracts and managing accounts receivable
• Experience managing and supervising event staff, including volunteers and student workers
• Ability to work occasional nights and weekends as needed
• Proficient in event planning software, including Ad Astra, and other relevant tools
• Passion for creating successful events and delivering exceptional customer service
   

Preferred:

• Event Planner Certification is strongly preferred.

Supplemental Information

Special Instructions to Applicants: 

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.

• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.  

• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.