Coordinator of Campus and Community Events - Davis & Elkins College : Job Details

Coordinator of Campus and Community Events

JOB SUMMARY: The Coordinator of Campus and Community Events will oversee event management across all sectors of Davis & Elkins College. This individual will work alongside various stakeholders in the successful planning, organizing and execution of D&E sponsored events, including events involving student organizations, various departmental needs as well as events involving the overall community. This position requires exceptional communication skills, both verbal and written, to convey event information, boaster ideas and provide quick and logical feedback on event concerns all in an effort to provide for the best experience for the “client.”

DUTIES:

• Manage all events that require use of campus facilities and resources
• Manage and maintain event schedules through eSPACE software – approve and navigate logistical event concerns with campus constituents
• Proactively book campus events to take place in performance venues including but not limited to: Myles Center for the Arts, Harper-McNeeley Auditorium, Citizens Bank of WV Amphitheater
• Provide or arrange for technical and professional support of all events
• Coordinate and manage entire on-site program with required operational departments to ensure on-site services according to group plans. These items include but not limited to: directing set-up; problem solving; hosting event communicating with team members to ensure that specifications are correct and in order; assisting vendor set up; and overseeing the teardown process.
• Communicate with outside groups (campus and public) on event operations and expectations.
• Lead weekly events meetings for cross-section of campus stakeholders in execution of activities
• Work directly with catering providers in all instances that require food and beverage services and products
• Work collaboratively with Student Life to ensure prioritization and execution of student activities
• Promote campus spaces by marketing event venues and programs
• Develop and continuously update campus event usage guide with pricing, availability, functionality, space limitations, and more
• Assist with acquiring vendor contracts and ensuring institutional policy is adhered to.
• Manage a repository of policies and procedures for project and events management, deadlines and contacts within a shared-drive for team members. This will also include post event follow-up, lessons learned, etc.
• Hire, train and evaluate student interns and work study students to assist in operational event management
• Collaborate with external and internal partners to best facilitate satisfactory service
• Ability to communicate effectively
• Attentive to the needs of D&E
• Participate in Marketing Staff meetings.
• General office duties as needed.

Additional Responsibilities/Skills:

• Regularly report to the Director of Marketing – must take direction as instructed
• Able to work independently and without close and detailed direction and supervision
• Position requires technical support – experience in sound and lighting is preferred.
• Highly organized
• Team oriented
• Experience in Microsoft Word, PowerPoint and Excel
• Prerequisites/Education: Preferred Associates Degree in relevant field and 2+ years of event management experience.

Skills: Ability to balance multiple projects, meet deadlines, and adapt to a fast-paced environment. Strong interpersonal skills and an aptitude for building relationships with diverse individuals.

Physical Requirements: Typically requires sitting, standing, bending, keying, talking, hearing, seeing and repetitive motions. Available to work evenings and weekends as needed for events. Will be required to travel from building to building frequently.

To Apply:

Applicants should submit (1) cover letter, (2) resume, and (3) names and contact information of at least three professional references via email to Jane Corey, Director of Human Resources at [email protected]. Please write “Coordinator of Campus and Community Events” in the subject line.