Specialist, College & Community Events

DESCRIPTION

The Specialist, College & Community Events supports the logistics and operational execution of college and community events under direction, coordinating materials, scheduling, inventory, and on-site setup and breakdown. Maintains event calendars, records, and supply inventories, and processes purchasing, vendor, and service requests. Serves as a point of contact for event supplies and assists with volunteer coordination to help ensure smooth event delivery.

The Specialist, College & Community Events supports the logistics and operational execution of college and community events under direction, coordinating materials, scheduling, inventory, and on-site setup and breakdown. Maintains event calendars, records, and supply inventories, and processes purchasing, vendor, and service requests. Serves as a point of contact for event supplies and assists with volunteer coordination to help ensure smooth event delivery.

• Assists with the planning and implementation of college and community events by coordinating assigned logistics, schedules, and event-related activities.
• Maintains the department’s events calendar of activities, planning documents, electronic files, and event records to ensure accurate and timely information.
• Serves as the primary point of contact for college employees requesting event materials, promotional items, and branded merchandise, coordinating requests and maintaining inventory records.
• Maintains the inventory, organization, storage, and distribution of event equipment, promotional materials, branded items, and event supplies, ensuring resources are available for scheduled events.
• Coordinates assigned event logistics, including event materials, room setup requests, service requests, equipment needs, and communications with internal support departments, external vendors, and service providers, for smaller College events and assigned projects.
• Processes event-related purchase requisitions, purchase orders, invoices, work orders, and service requests while maintaining event budget records and purchasing documentation.
• Assists with on-site event operations, including event setup, breakdown, troubleshooting, inventory reconciliation, and ensuring assigned event activities are completed according to established plans and specifications.
• Serves as backup for designated departmental administrative functions, including purchase requisitions, payroll processing, and other operational support, as assigned.
• Conducts research relating to event venues, production, themes, supplies, equipment, and college’s best practices to support event planning and continuous improvement
• May represent the Marketing and Communications department at external partner events.
• Assists with recruiting, scheduling, and coordinating employee and student volunteers supporting College and community events.
• Performs other duties as may be required or assigned.

• Associate’s degree from a regionally or nationally accredited institution.
• Two (2) years of experience in event implementation, planning, coordination, marketing, or a closely related field, which may include experience gained through internships, cooperative education programs, or employment in corporate, nonprofit, or educational institution settings.
• Administrative experience.

• Bachelor’s degree from a regionally or nationally accredited institution in Events Management, Marketing, Business Management or related areas.

• Strong Microsoft Office skills (Outlook, Word, PowerPoint, Excel) and the ability to become proficient in Adobe Acrobat and videoconferencing applications including Teams/Zoom.
• Ability to learn internal applications used by…