Vacancy ID S2339 Job Title COLLEGE EVENTS COORDINATOR Department Campus Center and Events Services School/Parent Organization Auxiliary Services Parent Org Division Finance and Administration Division Employment Category Fulltime-Regular Anticipated start date 10/29/2018 If temporary, expected end date Hours per week 37.5 Weeks Per Year 52.20 Normal Start Time 08:30 Normal End Time 17:00 Position/Job Summary Coordinate large scale Ithaca College events such as Fall Opening, Convocation, and Commencement Weekend and serve as the event planner providing extensive services in support of internal and external clients.
Assist with budget management and ensure achievement of event goals and outcomes.
Assist in the planning of meetings and events through the utlization of campus facilities and services, interprete applicable campus policies and procedures and develop plans to meet client needs.
Negotiate budgets and contracts for internal and external clients, coordinate event logistics, registration services, facility reservations, security, catering and audio-visual and set-up support.
Complete event summaries and other event related documents.
Position/Job Responsibilities 1.
Coordinate and serve as co-chair of committees responsible for large scale events such as Fall Opening, Convocation, Fall Welcome, December Graduation Receptions, Spring Graduation Fair, and Commencement.
Participate in the planning and coordinating of all associated services and actitivies.
Manage documents and correspondences, planning calendars, prepare meeting minutes, maintain web pages, and coordinate evaluations, letters and e-mails sent from the College to parents and students.
Organize and lead Campus Events Committee(s) to include conveing the committee members and providing training and orientation for new members.
Recruit, train and coordinate College staff and volunteers to support large scale campus events working in consultation with Educational Affairs, the Registrars Office, and Public Safety.
Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community.
Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College.
Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
Serve as the event planner for large scale campus events responsible for working with clients and on and off campus service providers in coordinating all arrangements and event details such as identifying sign language interpreters, transportation arrangments, negotiating contracts for stage, sound, and lighting companies, and ensuring all town, county, and state permits are obtained.
Assist in the development of large scale event budgets to include anlaysis and recommendations for capital and operating purchases and upgrades.
Negotiate event pricing and contracts with external clients.
Serve as event planner providing guidance to external clients and internal clients and student groups in planning programs and events to include meeting organization, publicity, publications, registration services, facility reservation, budget development, marketing, financial planning, housing, catering and audio-visual and set-up support.
Coordinate logistics of the event, provide floor plans, signage and ensure accessibility needs are met 8.
Recommend approval/disapproval of programs proposed by individuals or groups after review of their purpose considering the College mission, the availability of space, and services needed.
Develop and complete event summaries and other event related paperwork.
Attend campus events and serve as on call as necessary.
Participate in identifying costs and establishing rates for conferences and special events held on campus; provide clients with letter of agreement or issue contracts.
Arrange for adequate liability and insurance coverage; prepare and forward all billing to clients and the Campus Center and Event Services business office.
Maintain files and records; prepare a variety of reports and analyses.
Compile a mid-year and end-of-year report summarizing work activities and post-event reports for each large scale campus event.
Participate in evaluation of student and staff work performance as directed.
Participate in special projects as assigned.
Position/Job Qualifications Bachelors degree and a minimum of three years of experience in event planning and management or the equivalent combination of education and experience; previous experience managing large scale events and coordinating services and responsibilities of multiple offices and service providers, proven experience reviewing and writing proposals, and service contracts; demonstrated ability to develop budgets and ensuring compliance with local and state laws; strong attention to detail, excellent interpersonal, organizational, written and verbal communication skills; ability to effectively work and interact respectfully within a diverse and inclusive environment and work with a diversity of individuals and groups across departments, schools and within the campus community; working knowledge of word processing, data base and spreadsheet software applications and the availability to work evenings and weekends are required.
Previous experience planning meetings and events in a higher education setting and work with student run organizations is strongly preferred.
EEO Statement Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply.
Experience that contributes to the diversity of the college is appreciated.
Instructions for submitting your application: Interested applicants must apply online at and attach a resume and cover letter.
Questions about online application should be directed to the Office of Human Resources at . Screening of applications will begin immediately.
Work authorization (select one): Visa sponsorship is not provided for this position Department description College Description At Ithaca College, a comprehensive residential campus community of 6,500 students, we strive to be at the forefront of the higher education landscape.
We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.
We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history.
We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.
We welcome different ways of thinking and look for candidates with unique points of view and life experiences.
We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills.
Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.
When reviewing candidates, we are looking for indicators of a number of core competencies.
Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable.
They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.
Nestled in the heart of New York States scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center.
Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplingers as one of the top 10 places to live in the United States.
To learn more about Ithaca College, visit us at Market Hiring Range FLSA Status Non-Exempt Is this position eligible for benefits?