Coordinator of Special Events

Role:                

Develop and manage various program of events for the College and community. Plan, coordinate, and execute community events while managing all audio-visual equipment and technical support. This role ensures seamless event operations by collaborating with clients, vendors, and internal teams to deliver high-quality event experiences. The ideal candidate has strong organizational skills, technical AV expertise, and the ability to troubleshoot under pressure.

Major Duties and Responsibilities:

• Develops and manages program of events for the College and the community.
• Arranges setup and operation of theatre sound and light systems for events. Maintains theatre and adjacent areas, and recommends upgrades/improvements as needed. 
• Manages the schedule of all College facilities requests by internal and external users. 
• Reviews, negotiates and coordinates Technical Riders of all contracts for theatre and field house technical operation, preparation of facilities and performer hospitalities.
• Working with external users, verifies non-profit status, insurance coverage and adherence to College Policy for Use of Facilities, and negotiates rental fees, billing and receivables of payments, maintaining proper files and required paperwork.
• Coordinates all set-up, technical and AV requirements of annual conferences and events – e.g. Gala, International Flameworking Conference, Commencement, science fairs, robotics competition, etc.  Coordinates all necessary contracts with outside vendors and works with college constituencies (such as Campus Operations, Public Safety and Information Technology) to carry out logistical requirements.
• Maintains all Outlook Calendars of facility use and website calendar.
• Maintains database of annual use of facilities and annual revenues collected.
• Assists in the development of advertising and marketing plan for community programs.
• In consultation with the President and CFO, maintains fee schedule of facility rentals and reimbursement of College’s operating expenses for special events.
• Serves as College’s primary audio-visual specialist. Plans and manages the capturing, editing and creation of video and audio content for campus events, President’s Vlog and other activities. Maintains all audio-visual equipment and trains others on equipment, as needed.
• Serves as a back-up to the Web and Digital Media Specialist, as needed.
• Indirectly supervises Marketing interns and part-time special event technicians.
• Performs other duties as assigned.

Knowledge and Skills:

            Experience                              Three (3) years directly applicable experience desirable

            Education                                Bachelor’s degree preferred

Interpersonal Skills                 Ability to work effectively with faculty, administrators, staff and external constituencies.

Technical Skills                       Working knowledge of current and emerging computer hardware and software, including relevant ERP systems, and all Microsoft Office products, and Adobe software.  Familiarity with both Mac and PC platforms. 

Other Skills                             Interpersonal skills for working with College employees, public and theatre performers. Ability to develop and maintain working collaborations with area arts organizations.  Ability to operate theatre sound and light equipment.  Operation of a professional “front of house” during all performances.  Ability to do bookkeeping, accounting and handling of monies.  Ability to manage multiple budgets.  Ability to manage, prioritize, and complete complex projects on time with minimal supervision.  Requires variable work hours for supervision of theatre operation during performances.

Physical Requirements            The work is mostly sedentary; however, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc.  No special physical demands are required to perform the work.

Work Environment                 Regular exposure to favorable conditions such as those found in a normal office.

This Job Description is not a complete statement of all duties and responsibilities comprising this position.