Temp Office Manager and Special Event Coordinator

This is temporary position, assuming the duties of an employee who is out on leave. This position assumes a leadership role in the coordination of a variety of special events and is ultimately responsible for the effective planning and execution of each event including but not limited to: project updates and reports, logistics, communications, space reservations, and other related requests within established deadlines.

This position also manages the daily operations of the office and the department's schedule. Serves as the primary liaison for all outside inquires regarding the use and availability of campus facilities. This position builds strong relationships with college personnel, outside vendors, visitors and external constituents.

Classification:
Reservist with a set schedule, up to 40hrs/wk if desired

Staff Duration:
Temporary

This position is not eligible for benefits.

• 1. Assumes a leadership role in the coordination of a variety of special events and is ultimately responsible for the effective planning and execution of each event including but not limited to: project prioritization, updates and reports, logistics, communications, space reservations, and all other related requests within established deadlines.
• 2. Collaborates with the Human Resources department on the planning and execution of internal programs and events.
• 3. Manages the daily office operations and schedule of the department; performs various office administration functions such as: preparation of reports, documents, and correspondences; record/data management, budget and inventory management; oversight of the department's project calendar; requisition processing; etc.
• 4. Serves as the primary liaison with regarding to the outside use and availability of campus facilities; identifies and matches requests to optimum locations based on a through understanding of event requirements; issues rental packets and manages rental needs, communications and payments; ensures usage and event activities conform to campus event guidelines.
• 5. Department administrator for the 25
  
  Live software platform and utilizes the system to research date availability options, confirm reservations for external requests and all department personnel requests; follows up with requestors and maintains schedule specific to buildings.
• 6. Manages the promotional product vendors for the College; assists the College departments through all phases of the promotional ordering process; manages vendor fulfillment process for the retirement gift program.
• 7. Handles solicitations from outside sources for sponsorship of fund raising events, ad journals, etc.
• 8. Collaborates with internal department personnel to produce the College's monthly newsletter.
• 9. Related duties, initiatives and projects as assigned.

• 1. Bachelor's Degree.
• 2. Minimum of three years of event coordination experience requiring the use of a facility management system or similar tracking software, the delivery of timely event progress reports and the coordination of multiple events simultaneously.
• 3. Two years of Office Management experience that included team or project leadership duties.
• 4. Demonstrated proficiency in the use of Microsoft Office Suite and the Internet; ability to prepare detailed documents and reports and deliver basic training on systems.
• 1. Two years of negotiating space rental contracts