Event Coordinator, Administrative​/Clerical

The Facilities Event Coordinator schedules, coordinates, contracts for, and oversees the use of college facilities, and associated equipment by campus and off-campus groups. The Event Coordinator structures rental agreements and ensures all facility usage aligns with college regulations and institutional goals. This position also trains college employees on procedural scheduling guidelines and the scheduling software system. This is a full-time benefited exempt position that reports to the Director of Facilities.

• Facilitate comprehensive planning and coordination for community and college-wide events and act as the primary contact and central troubleshooter for all events.
• Oversee total event lifecycle execution, including setup, active troubleshooting during all events, and final tear-down.
• Schedule and coordinate multi-departmental services, including but not limited to classrooms, meeting spaces, athletic spaces, food services/catering, campus services and custodial services, and audiovisual equipment.

• Structure and draft rental contracts for space utilization for external clients.
• Enforce facility-use policies, verify external group proof of insurance, and address violations or security concerns immediately.

• Manage complete billing cycles, including processing fees, making deposits, tracking payments, and issuing re-billings when necessary.

• Foster collaborative partnerships and professional relationships with internal faculty, staff, students, and key external community members.
• Conduct campus tours and meetings with prospective external clients when needed.
• Distribute master schedules, leading monthly coordination meetings with stakeholders and providing weekly facility-use reports to necessary stakeholders.

• Manage facility scheduling software systems to ensure accurate tracking of schedules, inventories, and maintenance timelines.

• Associate’s Degree in Business, Hospitality, or a related field from an accredited institution plus 3 years of experience in event coordination, hospitality, or customer service-related industries; OR a High School Diploma/GED with 5 years of equivalent experience in event coordination, hospitality, or customer service-related industries
• Proven track record of coordinating complex, multi-organizational projects
• High proficiency in Microsoft Office Suite
• Exceptional organizational skills with rigorous attention to detail.

• Bachelor's Degree in Business, Hospitality, or a relevant field from an accredited institution.
• Experience managing facility scheduling frameworks and the use of an academic facility scheduling software such as 25
  
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Typical work environment is an office setting but requires frequent travel between various campus buildings in all weather conditions to conduct tours or manage event spaces. Minimal noise levels are expected during office operations, but event spaces will feature highly dynamic environments. Regular work is performed during normal business hours; however, extended early morning, late evening, and weekend hours are frequently required based on event demands.

Critical attendance is required during peak conference seasons, during which leave time may not be approved.

Employee frequently required to stand, sit, walk around campus facilities, use computers, and lift or move supplies weighing up to 20 pounds. Requires close vision, distance vision, and the ability to adjust focus. Must maintain professional diplomacy and poise when interacting with members of the public who express strong emotions or conflicting opinions. Requires the mental agility to track multiple multi-organizational events simultaneously and shift focus quickly amid constant interruptions.

• Complete online application with contact information for three professional references
• Résumé/CV
• Cover Letter
• Copies of unofficial transcripts

• Employment is contingent upon a successful background check.
• Official transcripts required upon hire.
• This is a full-time, benefited position. Get more on Casper College's benefits here.

Disclaimer:
The duties and responsibilities described are not a comprehensive list and the scope of the job may change as necessitated by business demands.