Job Title: Event Coordinator, Conference and Event Services
Department: Conference Center
Location: Columbus Campus
Employment Type: Staff
Employment Status: Board Approved
Bargaining Unit: Non-Bargaining Unit
FLSA Status: Exempt
Compensation Type: Annual
Schedule: M-F, 8am-5pm; additional hours as needed.
Community colleges are uniquely positioned to respond to workforce needs and make higher education an affordable reality. There has never been a better time to join a two-year college, and there's no better place to do it than at Columbus State. A laser focus on student success and a partnership mindset have established Columbus State as a key talent provider in a thriving regional economy, and a premier community college that is changing the nation's education and workforce landscapes. With more than 46,000 students across two campuses, at several regional learning centers, and online, Columbus State is the nation's only institution recognized as an Achieving the Dream (ATD) college, an AACC Guided Pathways institution, and a participant in The Right Signals Initiative through the Lumina Foundation. Columbus State employees at all levels benefit from an engaging, collaborative, and supportive culture that rewards innovation and vision. We provide competitive compensation, comprehensive benefits, and professional development opportunities. We are dedicated to ensuring that the diversity of Columbus State faculty and staff reflects that of our students and region. We are proud to be a central part of a community that embraces differences and celebrates the many cultures, beliefs, and lifestyles that define Central Ohio.
Columbus, Ohio is also home to The Ohio State University and more than 30 other colleges and universities as well as the headquarters of multiple Fortune 500 companies. Columbus is one of America's fastest-growing cities, offering a wealth of cultural experiences, dining, entertainment, shopping opportunities, and more. That's why Central Ohio residents find living here so fulfilling, both professionally and personally. Position Summary
The Event Coordinator is a key member of the Conference & Event Services team. This role will coordinate and contribute in all phases of event coordination, including planning and execution of small- to large-scale events, and working collaboratively with both internal and external clients and partners. This position will communicate with the general public and College partners to ensure proper execution and a positive experience. The incumbent coordinates and supports multiple events, manages tight timelines/deadlines, communicates event requirements to colleagues and event partners, participates in continuous improvement methods, and represents the College's mission and brand in an upbeat and positive manger. This role will also assist with training and oversight of student staff members.
Plans and coordinates events for students, alumni, employees and community stakeholders inclusive of conferences, seminars, and special events. Serves as on-site coordinator during event and participates in various event related tasks and duties. Plans and coordinates event location, audio-visual, and food and beverage requirements, as needed. Coordinates multiple work streams simultaneously inclusive of planning, meeting deadlines and orchestration of activities involving various team members, student staff members and College departments.
Coordinates and executes event setup and re-set room schedules, as specified by the event management staff and clients. Collaborates with event management staff to coordinate facility usage including room setup, technology requirements and support, catering service support, and special programming needs. Assists with overseeing set-up and tear-down for events, as needed. Responsible for daily event management inspections of all rooms and spaces to maintain neat and clean appearances and ensures that custodial services are applied as requested.
CUSTOMER SERVICE & LEADERSHIP
Greets customers and provides information about events and equipment; oversees and ensures smooth execution of assigned events; handle inquiry calls for events; plans food and beverage services for conferences, meetings, and special events; consults with customers, banquet leads, culinary team, coordinates vendors and communicates details with all departments. Serves as contact for customer needs before, during and after events; proactively works with event schedule and student staff to determine event needs; coordinates information about events with other College departments. Assists with training and provides oversight of student staff.
Assists event production and audio visual teams in the coordination of student staffing to complete daily event tasks; works with event schedule to determine event needs, logistics, and services for the Conference Center and Mitchell Hall facilities.
MARKETING SUPPORT & ADMINISTRATION
Assists in ensuring that advertising and marketing strategies for College are consistently applied to events and meetings in assigned locations. Participates in creating marketing tools and the social media marketing strategy for conference and event services, as needed.
Prepares billing information; writes reports; follows up with customers to obtain payment for services; works closely with Accounting Services.
Usual Physical Requirements:
While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into computer. The employee regularly stands and walks for extended periods of time, and occasionally sits. Employee converses verbally with others in person and by telephone. Employee occasionally reaches with hands or arms, climbs or balances and stoops, kneels, crouches or crawls. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee occasionally lifts or exerts force of up to 25 pounds when moving files, boxes and other materials. With multiple conference spaces as well as meetings across the campus, employee regularly walks outside to other buildings.
Typical office environment. Regular exposure to moderate noise typical to business offices. Must travel to various Columbus State campuses and sites.
Knowledge, Skills and Abilities:
Knowledge of: participatory leadership practices; best practices in event planning; strategic planning, risk management, site management; room diagramming, and scheduling software; preparation of event spaces; audiovisual equipment.
Skill in: Communication and adapting to communication styles and needs of different clients and partners; maintaining project files; excellent customer service; present ideas in front of audiences; troubleshoot issues through resolution; excellent verbal and written communication; event management; organization; software such as Excel, PowerPoint, etc.; event management applications; conflict resolution; general typing.
Ability to: be creative; lead projects; multi-task; meet deadlines; collaborate; organize; keep track of details while maintaining a holistic overview; excellent listening skills; troubleshoot audio-visual issues; maintain confidential and sensitive information; work in a high-paced environment; develop and maintain effective working relationships with colleagues and stakeholders across the College and in the community; effectively work with persons of varying cultures and diversity; problem solve effectively.
Associate's Degree in Event Planning, Communication, Hospitality, or closely related field. Three (3) years of experience in events industry with both large and small scale event planning background. An appropriate combination of education, training, coursework and experience may qualify a candidate. State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).
Internal Number: req2673_1566478609
About Columbus State Community College
Columbus State Community College has been meeting the diverse educational needs of the Central Ohio community for more than 50 years. The college is proud to be an important contributor to the growth and progress of the region and to serve as the front door to higher education in Central Ohio. From the first graduating class in 1965 through this year, 50,000 students have earned associate degrees in 50-plus technical fields and academic transfer programs. Columbus State also offers Associate of Arts and Associate of Science degree programs whose coursework fulfills the freshman and sophomore year requirements for bachelor’s degree programs offered by four-year colleges and universities throughout the state. Specific transfer agreements with more than 40 colleges and universities are in place at Columbus State, and new direct-to degree partnership programs are being developed all the time. Columbus State now has two campuses serving Central Ohio educational needs. The Columbus Campus is located on 85 acres in downtown Columbus. The 108-acre, full-service Delaware Campus welcomed its first students in 2010. Additionally, Columbus State offers classes at nine convenient regional learning centers throughout Central Ohio.