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Lead Events Coordinator Full-Time (Harmony/Wilsonville Campuses)
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Position Number: 5196816
Location: Oregon City, OR
Position Type: Conference and Events Administration

Lead Events Coordinator Full-Time (Harmony/Wilsonville Campuses)

Salary: $66,763.32 - $72,741.84 Annually
Location: Milwaukie, OR
Job Type: Full-Time, Union
Division: Technology, Applied Science and Public Services
Job Number: 2324-00068
Closing: 4/25/2024 11:59 PM Pacific

Description

Clackamas Community College (CCC) seeks to hire a full-time Lead Events Coordinator at the Harmony and Wilsonville campuses. We are interested in finding the best candidate for the job, and candidates that may be from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described.

CCC is committed to continuous improvement and innovation in support of student-centered teaching and learning. We are committed to understanding and dismantling systems of oppression and to co-creating a more equitable educational system that in turn fosters a more equitable society. We strive to be a student-ready institution that supports and partners with students to promote discovery and growth. We work to mobilize community-wide awareness and action related to College strategic priorities and seek to build relationships in support of community well-being. At CCC, individuals are celebrated for their experience and expertise, and are validated for their unique perspectives. CCC encourages faculty, staff, and students to be engaged in ways that reflect their needs and interests. To learn more about CCC visit Leadership, Vision and Initiatives.

Purpose of Position:

Oversee the daily operations of the Harmony and Wilsonville campus (H/W) Event & Conference Services Department. Provide project management, coordination and support for events (campus and virtual/hybrid) and assign related work to other departments and divisions. Communicate and collaborate with individuals, organizations and government agencies with complex, diverse and changing needs. Resolve complications and make immediate and often independent decisions relating to a multitude of daily events with ever-changing needs. Collaborate with administrators, deans, executive directors, college departments and the public, including community groups, various public and private organizations, government agencies and the business community to ensure events are a success. Oversee customer Facility Use Agreements, manage invoices, billing, payments and deposits for external and sponsored clients. Monitor compliance with contract terms and payments. Work with leadership in writing and updating policies, regulations and guidelines in support of college mission. Collaborate with leadership and other units or departments on all CCC campuses to, plan, design and implement initiatives for improvements, department growth and continuity in operations and procedures.
This position will work onsite at both the CCC Harmony and Wilsonville Campuses.

Essential Job Functions:

1. Event Logistics and Coordination (45%)
1.1. Manage and support a multitude of events, ensuring each is event executed successfully. Collaborate with diverse customer base to coordinate average of 38 daily internal and external events.
1.2. Collaborate with planners and organizers to gather information on their specific needs and goals for events. Utilize multiple systems to craft and input detailed event information, design customized virtual schematics, and generate and assign work relating to event logistics to other departments/groups confirming accuracy on details.
1.3. Work with multiple campus entities and maintain positive working relationships to ensure successful events.
1.4. Act as liaison between event organizers, College Safety, Campus Services and ITS to triage any issues which arise leading up to and/or during events. Anticipate complications and determine action plan to avoid potential failures. Communicate college expectations for compliance with OLCC guidelines that protect the college and maintain copied of licenses for external customers. Collaborate with the Foundation to ensure proper licensing and procedures are followed for internal alcohol requests.
1.5. Serve on planning committees for large, campus-wide events. Serve as logistics specialist for Graduation, All-Staff In-service, Retiree Farewell, groundbreakings and grand openings, etc. Serve on campus committees such as Campus Use and Development and Food Service Committee and Signage Committee. Act as project manager/coordinator when certain events require leadership. Organize planning process, project schedules and tasks, accountabilities, and deadlines.
1.6. Collaborate with administration, deans, executive directors and contract administrator to strategize solutions for special situations regarding contracts, lease agreements and/or special requests which may not fit into current procedures.
1.7. Anticipate roadblocks and respond to conflicts and escalating issues that can arise leading up to and/or during events, such as groups using rooms they did not reserve, groups overextending their time when next group has arrived, etc. Triage a variety of conflicts between user groups and make decisions based on unique situations to initiate creative resolutions for complex situations.
1.8. Ensure policies and guidelines are being followed. If a department of the college is sponsoring an event, ensure appropriate procedures are being followed.
1.9. Confirm documentation and permission from Dean or Executive Director is obtained and track loss of revenue, as a result of sponsorship, for Annual Assessment Report.
1.10. Mediate conflict resolution for multiple users of limited spaces around campus.
1.11. Act as liaison between outside entity and sponsoring department ensuring contracts, fees and liability insurance for outside entity is in place.
1.12. Collaborate with Student Government and Student Activities in planning student-focused events. Educate each new student group on policies and guidelines and help them through the process for a multitude of successful student events throughout the year. When errors occur relating to assigned workflow for events, follow up with management of departments involved and devise and action plan to prevent future errors from taking place. Follow up with staff and their supervisors on excellent customer service, when warranted.
1.13. Respond to customer feedback.

2. Department Development and Continuity (35%)
2.1. Write guidelines, update policies and administrative regulations for board approval, collaborate with other departments/managers/deans across multiple campuses to update supporting materials. Develop and implement Events and Conferences Services processes to create positive improvements. Consult with college administration and community to design a strategic response for improvements based on comparative analysis of other colleges in Oregon as well as other organizations that host events.
2.2. Act as department lead for annual Service Area Assessment Planning. Create benchmarks for Events and Conference Services Service Area Assessment and Annual Unit Plan. Collect, track and analyze data. Accurately report focused outcomes on strategic priorities, goals, methods of assessment, data collection and data analysis.
2.3. Create marketing strategies by collaborating with College Marketing and Creative Services to expand our visibility within the community and beyond. Create mockup of new materials for Create Services to brand. Create strategies to entice community members and businesses to utilize our facilities and outdoor spaces. Work with college web designer to update and improve Event Services website with photos, documents and pertinent information.
2.4. Collaborate with deans and administrators to review, improve and implement new approved policies and practices to improve efficiency and consistency for generating higher revenue. Collaborate with leadership to create improvements and growth initiatives.

3. Customer Relations, Department Improvements, Growth and Revenue (15%)
3.1. Work with a diverse external customer base including community members, businesses and educational and government agencies to guide them through the event planning process.
3.2. Create, monitor and maintain facility use contracts, invoices and deposits for external clients. Work with Contracts Administrator to makes changes to contracts when applicable. Ensure liability insurance has been obtained for appropriate events. Continually audit client invoices and contact clients with outstanding balances. Collaborate with Business Office when accounts are delinquent and close to collection proceedings.
3.3. Facilitate ongoing improvement initiatives including writing proposals, advocating for the replacement of old assets such as carpet and furniture upkeep on rentable spaces.3.4 Create, monitor and maintain Continuing Ed FTE capturing processes for both internal and external partners in collaboration with the Community Education Department.

4. Lead Duties (5%)
4.1. Provide training to new team members; develop and administer training sessions for team members-both inside and outside the division to ensure accuracy and quality of new and enhanced processes;
4.2. Evaluate training outcomes by assessment of work quality and construct and implement best practices for inter-departmental procedures, and test, assess, and recommend new methods, procedures and/or special projects for divisions, departments and the college.

General Job Functions:

Establish and maintain effective working relationships with students, staff, other agencies, and the general public.
Perform other duties as assigned within the scope of the classification.
Participate in college committees when requested.
Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
Maintain work areas in a clean and orderly manner.
Maintain student confidentiality, data integrity, and comply with all related college, state, and federal standards, including the Family Educational Rights and Privacy Act (FERPA).

Qualifications

Required Qualifications:

Bachelor's degree in related field AND at least 2 years of directly related work experience OR any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described.
Broad knowledge of event planning and logistics, facility scheduling practices, procedures and software, and basic accounting principles; basic knowledge of certain fire codes and ADA requirements; community colleges and their general business operations.
Advanced knowledge of administrative and general office practices and procedures, recordkeeping, word processing, spreadsheet, and database applications software, and use of standard office equipment.
Strong organizational skills and attention to detail; customer service skills; project coordination skills; interpersonal skills.
Ability to communicate effectively, both orally and in writing using proper grammar and spelling in the English language.
Ability to resolve complex problems with divergent stakeholders and needs, and maintain composure to provide quality customer service in stressful or elevated situations.
Ability to use creative planning, logic, and policies/procedures in the course of daily activities.
Ability to maintain a high degree of discretion when dealing with sensitive/confidential information.
Ability to manage time effectively to meet assigned deadlines. Ability to prioritize, work independently, and exercise independent and professional judgment

.

Special Requirements or Licenses:

Driver's license valid in the State of Oregon.

Preferred Qualifications:

Certificate in communications, project management, or office management.

Other Job Elements

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

Working Conditions:

The position requires minimal (20-40%) ability to use dexterity and fine motor skills assemble, build or repair machines or other objects. Frequent (51-80% of the time) use of office equipment.

The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination.

The work environment is usually well-protected, with minimal hazards or obstacles (5-20%). There is little or minimal element of personal risk or hazard. Job conditions are usually comfortable, with minimal (5-20%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc. Position may have minimal responsibility for driving.

Supervisory Responsibilities:

Supervision of others is not a typical function assigned to this position. Leads the work of the event and conference services team. May provide training and orientation to newly assigned personnel, and may assign work to part-time and student workers.

Supervision Received:

Works under the general direction of the Director of Harmony and Wilsonville Campuses.

Additional Information

Application Instructions:

When applying for this position, you will be required to complete the NeoGov application and attach the following electronic documents.

Resume
Cover Letter explaining your interest in the position and describing how you meet the required and preferred qualifications of the position.
If applicable: Veteran's Preference documents

Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. CCC makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

Veterans' Preference:

Applicants are eligible to use Veterans' Preference when applying with CCC in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application. For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

Documents Required for Veterans' Preference

One of the following:
1. MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215)
  
  -OR-
2. Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension
  
  -OR-
3. Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
In addition to one of the above documents, Disabled Veterans must also submit one of the following:
1. A copy of their Veterans disability preference letter from the Department of Veterans Affairs
  
  -OR-
2. Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Equal Opportunity Employer:

CCC is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.

Annual Security Report:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), you may view CCC's most recent Annual Security Report (ASR) at Clackamas Community College. The ASR contains current security and safety-related policy disclosure statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information and resources, and drug and alcohol prevention programming. The ASR also contains crime statistics for Clery Act crimes which occurred on PCC properties for the last three calendar years.

To apply, visit: https://www.schooljobs.com/careers/clackamascc/jobs/4466875/lead-events-coordinator-full-time-harmony-wilsonville-campuses