DEFINITION:

To provide support to the Director of Safety and Events for the efficient operation of the department. This position may perform a variety of complex and confidential duties and will interact with faculty, staff, students, and the public.
 

SUPERVISION RECEIVED AND EXERCISED:

• Receives supervision from the Director of Safety and Events.
• Works closely with Custodial, Maintenance, Media, and Security personnel in their duties pertaining to safety and events.
• Exercises no supervision.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

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

Essential Functions:

• Schedule space for college employees and customers based on function and needs
• Schedule parking for customers and guests based on availability
• Coordinate logistical details for all events
• Serve as the primary point of contact for high-quality events of all sizes from conception through completion
• Assist with internal events and work with college leadership to prepare for special events
• Assist the College as needed with space scheduling for college programs
• Provide day-of support for events, troubleshoot and resolve issues
• Administer the College’s campus operations policies, including room scheduling and fee collection
• Coordinate third-party service vendor contracts related to catering, linens, equipment, decorations, and other outside resources
• Create wayfinding signage for events
• Schedule maintenance, custodial, security, and media staff for events
• Maintain a college-wide calendar for events
• Create and maintain current information packages and web assets for public rental of facilities
• Ensure all relevant contracts, permits, payments, and insurance are executed and received prior to each event.
• Advise supervisor 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
• Provide assistance for large-scale College events 
• Maintain inventory and monitor the use of CFCC tablecloths, carts, easels, and other event supplies
• Wash, dry, fold, and store linens for use.

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.
• Serve on appointed college committees.
• 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.
• 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.

Ability To:  

• Take independent initiative to complete the responsibilities of the position.
• Facilitate the activities of campus safety and events.
• Effectively present information about the College to civic groups, agencies, etc.
• Prepare clear and concise reports.
• Communicate clearly and concisely, both orally and in writing.
• Use reservation/information systems. 
• 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:

• High school diploma.
   

Minimum Experience:

• Extensive experience in event planning and coordination, preferably in a higher education setting (or comparable combination of experience and training)
• 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 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.  

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 the highest level of education is a High School diploma or equivalent, proof of completion is required.
• Successful 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.

STATEMENT OF NON-DISCRIMINATION

Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.