Job Description & How to Apply Below
** Reference: P-247313-67
**** Final date to receive applications:
September 21, 2026 11:59 PM EDT
**** IMPORTANT:
Permanent, full-time M-F 11:00am-7:00pm
***
* JOB SUMMARY:
** Under the general authority of the Logistics Manager, the incumbent is responsible for planning, organizing, coordinating, administering, and evaluating activities related to event operations, facility and grounds usage, and ancillary services. The role assesses human, financial, and material resource requirements; develops, applies, and updates administrative processes and ensures that assigned activities are delivered efficiently and in accordance with College policies, procedures, applicable regulations, and established standards.
*
* DUTIES AND RESPONSIBILITIES:
**** Event and Operations Coordination
*** Plan, organize, and coordinate logistics for institutional events and ancillary service activities.
* Acting as the primary point of contact, advise internal and external stakeholders regarding procedures, requirements, service options, operational constraints, and available resources.
* Develop operational plans, schedules, procedures, and timelines for events activities and follow up on their application to ensure established deadlines and service requirements are met.
* Coordinate event execution and resolve operational issues in real time.
** Resource Coordination and Staffing
*** Assess and coordinate the allocation of human resources required to support events, including student staff.
* Participate in the selection, onboarding, and scheduling of student employees and provide day-to-day direction to student staff during event operations.
* Review, validate, and enter student employee timesheets in Clara, and follow up on discrepancies as required.
* Evaluate operational performance, identify resource or service issues, and prepare recommendations and provide feedback to the Manager.
** Financial and Administrative Oversight
*** Administer, monitor, and analyze operational budgets related to events and ancillary services.
* Administer billing processes, including verification of charges, preparation of invoices, and follow-up with internal and external clients.
* Collect, compile, analyze, and interpret financial and operational data to support decision-making and service improvement.
** Contracts, Agreements, and Procurement
*** Prepare, administer, and coordinate contracts and agreements for facility bookings and external users, and follow up on their application
* Analyze contractual requirements with institutional policies and applicable regulations in contract administration.
* Coordinate the procurement of materials and services required for events.
* Prepare, submit, administer, and monitor requisitions in Clara for goods and services required to support events, facility and grounds usage, and ancillary operations, ensuring compliance with college procurement procedures, budget allocations, and approval requirements.
* Evaluate contractual deliverables and vendor performance.
** Operational Planning and Analysis
*** Collect and analyze data related to event operations and facility bookings.
* Conduct analyses of operational requirements and identify trends and opportunities for service development.
* Collaborate with internal departments to assess and develop new booking or service opportunities.
* Develop recommendations to optimize space utilization and operational efficiency.
** Logistics and Facilities Coordination
*** Assess and coordinate physical setup requirements (equipment, space configurations, etc.) in collaboration with Facilities Management Services, Information Technology Services, and Student Services (Sports & Recreation, Student Activities, etc.) as needed
* Assess and ensure alignment between event requirements and facility capabilities.
* Coordinate communications between stakeholders (FMS, Security, ITS, etc.) to support event delivery.
** Client and Stakeholder Relations
*** Advise internal and external clients regarding event logistics, feasibility, and available services.
* Analyze and resolve complex or escalated issues related to event operations and external users.
* Develop and maintain a high level of client service and professionalism.
** Process Development and Continuous Improvement
*** Develop, document, and implement administrative procedures related to event coordination and booking activities.
* Analyze and implement improvements to operational workflows, tracking…
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