CGU- Events Coordinator School of Arts & Humanities
CGU Claremont Graduate University
Location: Claremont, California,
Internal Number: REQ-6130
Hourly Rate: $22.00 - $26.00 per hour
â‹Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.
PRIMARY PURPOSE/GENERAL DESCRIPTION
This position reports to the Events Manager for the School of Arts and Humanities (SAH) and Tufts Poetry Awards. With direction from the Events Manager, will coordinate events for all programs within the School of Arts and Humanities and the Tufts Poetry Awards. Assists in developing activities or experiences that promote a strong sense of community among SAH students, faculty, staff and alumni, including creating and implementing digital and other communication materials.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
With direction from the Events Manager and/or SAH Dean, Director and/or faculty, coordinate with the various SAH departments on the planning and implementation of a variety of events, such as lectures, conferences, concert series, recitals, art gallery openings and other special activities.
In conjunction with faculty and/or university events staff, coordinate department-specific special events/conferences, including planning, organizing, set-up/take-down, facility reservations and coordination with other departments and vendors as needed. Assist special visitors to campus such as speakers or visiting artists with all transportation and accommodation needs and act as host throughout their visit as needed.
Purchase necessary event supplies (beverages, decorations, serving ware, etc.) as needed to support operation of all events. Coordinate purchases with other SAH staff to avoid excess and duplication of supplies.
Provide direct support for Kingsley & Kate Tufts Poetry Awards with the coordination of activities, including but not limited to:
Once dates are set, send a calendar of the Tufts events and a copy of the Kate Tufts' memo to all judges.
Work with the Communications office to update the annual entry form brochure and distribute to applicants and publishers. Work closely with the Administrator/Director/Dean, advisory committee, and the marketing representative to design the ceremony invitation and program.
Respond to queries about annual contests.
Send a complete list of and copies of all submissions to preliminary screeners. Host screeners in the fall for the initial selections deliberations. May have opportunities to serve as a screener.
Make flight, hotel, local transportation, catering, and itinerary arrangements for screeners in fall, final judges in January or February, Kingsley and Kate Tufts' winners in April, and Kingsley Tufts' winner in fall.
Prepare and forward short list and selected submissions to the final judges for reading. Remind judges of the poetry deliberations date and confirm travel and lodging arrangements.
Prepare correspondence to judges, winners, finalists, publishers, and entrants.
Maintain and update database mailing list for brochures and invitations to the awards ceremony; maintain and update email list for announcements.
Identify opportunities for fall week-in-residence events and book readings, workshops and lectures; host Kingsley Tufts winner during the one-week campus visit. Work with SAH Events Specialist and Advancement representatives as needed.
Work closely with the SAH Director/Tufts Director/Dean to coordinate arrangements for the annual awards ceremony, dinner, and reception held normally in April. Coordinate outreach and involvement of the awards in the local and national community.
Arrange for donation and distribution of excess Kingsley & Kate Tufts submitted titles annually. Maintain Poetry Library in Kingsley & Kate Tufts offices.
Follow the established communication plan for SAH as it relates to events for the school and each of its departments.
Ensure that all communication content is consistent with the mission and strategic goals of Claremont Graduate University
Under the direction of the Events Manager with input from the faculty in SAH, and in cooperation with CGU Marketing and Communications, maintain and update all school/department webpages. Implement a content editorial calendar to manage content to coincide with annual academic cycle.
Utilize a variety of social media platforms to assist in building and maintaining an active community by producing written and graphic/visual content to help promote and share the school's activities through interaction with students, faculty, staff, and alumni.
Place ads as directed in reputable magazines and newspapers announcing the Kingsley Tufts Poetry Awards competition.
Create and distribute announcements, flyers, posters, etc. for all Tufts events and post event information in appropriate locations (bulletin boards, electronic boards, website, calendars, etc.).
Coordinate creation and distribution of in-house Tufts-related content including the Kingsley & Kate Tufts Poetry Blog, video and audio media; work closely with SAH and CGU Communications to facilitate broader media outreach and announcements.
Maintain an effective on-line presence for the Tufts awards by updating and utilizing the CGU webpages, social media (Facebook, Twitter or other platforms) to reach a wide audience of poetry enthusiasts.
Utilize and supervise student workers as available to complete appropriate tasks.
Work cooperatively as a member of the CGU School of Arts and Humanities staff team. Assist others as requested or assigned.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES: Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of Microsoft Word for Windows, Excel, Outlook, and ability to learn additional programs, including basic web-page production.
Excellent oral and written communication and customer relations skills.
Ability to work effectively with a diverse group of people, including faculty, staff, graduate students, potential donors, artists, musicians, poets and Tufts Committee Members.
Ability to work with little supervision and exercise good independent judgment and discretion.
Excellent organizational skills in a multi-task environment.
Excellent record keeping skills.
Professional demeanor and dress, communication style, and outgoing, confident professional image.
Exercise judgment, tact, and discretion in the performance of a broad range of tasks.
EDUCATION: Bachelor's degree plus three years of related experience or an equivalent combination of education and experience.
EXPERIENCE: At least three years of related experience required. Excellent customer service experience required.
LICENSES / CERTIFICATES: Must possess a valid California Driver's License and meet CGU's authorized driver's requirements.
OTHER PREFERENCES: Experience in event planning
UNIFORM REQUIREMENT: May wear CGU logo shirts for special events.
HOURS: 37.5 hours per week (typically Monday â“ Friday, 8:30 am to 5:00 pm). This is an onsite position.Hours and days will vary due to scheduling of events on evenings or weekends and/or to meet the needs of the University, School, or department.
CLASSIFICATION AND STATUS: This is a full-time (non-exempt level) position. Benefits-eligible.
SUPERVISORY RESPONSIBILITY: Student Workers.
REPORTS TO: Events Manager for the School of Arts and Humanities.
OTHER: May be expected to do some lifting and extensive walking for events (e.g., set-up/break-down of events; tours). Some tasks may be performed off-campus (Tufts ceremony, concerts, and university sponsored meetings).
Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like. ☐ Never ☒ Occasionally ☐ Constantly
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces. ☐ Never ☒ Occasionally ☐ Constantly
Remaining in a stationary position, often standing or sitting for prolonged periods. ☐ Never ☐ Occasionally ☒ Constantly
Moving about to accomplish tasks or moving from one worksite to another. ☐ Never ☒ Occasionally ☐ Constantly
Adjusting or moving objects up to 20 pounds in all directions. ☐ Never ☒ Occasionally ☐ Constantly
Communicating with others to exchange information. ☐ Never ☐ Occasionally ☒ Constantly
Repeating motions that may include the wrists, hands and/or fingers. ☐ Never ☐ Occasionally ☒ Constantly
Operating machinery and/or power tools. ☒ Never ☐ Occasionally ☐ Constantly
Operating motor vehicles or heavy equipment. ☐Never ☒ Occasionally ☐ Constantly
Assessing the accuracy, neatness and thoroughness of the work assigned. ☐ Never ☐ Occasionally ☒ Constantly
Low temperatures. ☒ Never ☐ Occasionally ☐ Constantly
High temperatures. ☐ Never ☒ Occasionally ☐ Constantly
Outdoor elements such as precipitation and wind. ☐ Never ☒ Occasionally ☐ Constantly
Noisy environments. ☐ Never ☒ Occasionally ☐ Constantly
Hazardous conditions. ☒ Never ☐ Occasionally ☐ Constantly
Poor ventilation. ☒ Never ☐ Occasionally ☐ Constantly
Small and/or enclosed spaces. ☒ Never ☐ Occasionally ☐ Constantly
No adverse environmental conditions expected. ☒ Never ☐ Occasionally ☐ Constantly
Sedentary work that primarily involves sitting/standing. ☐ Never ☐ Occasionally ☒ Constantly
Light work that includes moving objects up to 20 pounds. ☐ Never ☒ Occasionally ☐ Constantly
Medium work that includes moving objects up to 50 pounds. ☐ Never ☒ Occasionally ☐ Constantly
Heavy work that includes moving objects up to 100 pounds or more. ☒ Never ☐ Occasionally ☐ Constantly
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.
It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Successful completion of criminal background and DMV checks required for final candidate.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.