Conference & Auxiliary Services Associate - Mcdaniel College

Job Description:

Reporting to the Assistant Director of Conference Services & Events, the Conference & Auxiliary Services Associate is responsible for providing functional support in the coordination of campus events, external requests to rent campus facilities, and office administrative duties. This is a full-time, 40-hour a week position with a hiring range of $19.73-$20.73 an hour.

Responsibilities

• Serve as primary contact for scheduling campus events. This includes serving as the point of contact for prospective client bookings and providing general information regarding college facilities.

• Partner with on-campus departments to ensure the client's contract terms are fulfilled:

• Contact Food Service to develop menus and schedule catering;

• Coordinate AV equipment needs;

• Coordinate facility needs for events (e.g., cleaning, maintenance);

• Coordinate with Campus Safety (e.g., parking, bollard removal, locking & unlocking facilities);

• Facilitate weekly coordination meeting with on-campus departments

• Prepare event set-up diagrams and submit to the appropriate staff member for additional needs and completion.

• Maintain monthly event calendar and related files.

• Prepare contracts and invoices and collect and process payment.

• Coordinate the use of the chapels for weddings, christenings, and funerals.

• Hire and train staff to serve as chapel attendants;

• Schedule chapel attendants to cover events. If the attendant is not available, the Conference and Auxiliary Services Associate will assume the role as chapel attendant.

• Maintain accurate records in the designated software solution for scheduling events (i.e., 25Live) for all reservations except for academic classes. This includes inputting all reservations from faculty, staff, and student groups for non-classroom events into 25Live.

• Submit certificate of insurance for contracts to the Risk, Environmental Health, and Safety Office as needed.

• Liaison for hotel reservations at the Best Western as needed for college business. Complete hotel reservations for faculty and staff when using the hotel for visiting guests and college functions.

• Complete and send reservation confirmation to the requestor.

• Disperse invoices to campus departments when received from the hotel.

• Provides administrative support to the office.

• Receive and screen incoming telephone calls and emails on behalf of Conference & Auxiliary Services. Transfer and route telephone calls and messages as needed.

• Complete administrative tasks such as check requests, reconciling purchase card transactions, tracking the budget and running reports for the office.

• Opening and closing the office, scheduling facility and office work (e.g., cleaning, work orders, IT), ordering supplies, filing, sorting incoming mail, and welcoming and screening visitors.

• Performs other duties as assigned (e.g., event coverage, setups as needed).

Requirements:

Qualifications

• High school diploma required; Associate's degree preferred.

• Two years of related experience.

• Excellent verbal and writing skills including excellent grammar, spelling, and punctuation.

• Ability to accurately assess and handle phone calls, visitor requests, etc., with discretion and a positive attitude.

• Ability to prioritize duties and work independently.

• Intermediate computer skills (Word, Excel, email, data entry)

• Excellent organizational and filing skills.

• Ability to deliver great customer service while maintaining the decorum expected of the college.

• Must be able to anticipate and plan for cyclical activities.

• Valid driver's license with two or less points.

• Ability to work evenings and weekends as needed to cover events.

Working Conditions

The overall setting of the job is in an area conducive to a normal office environment with minimal exposure to adverse conditions.

Physical Characteristics

This position primarily requires sitting for long periods of time with some bending and stooping. However, due to the need to assist with setups, the individual must be able to successfully perform essential setup functions including:

• Ability to repetitively push and pull objects weighing up to 25lbs without assistance while kneeling, squatting, reaching above the head, the waist, and below the knees. Must be able to bend at the knees.

• Ability to repetitively push and pull objects such as tables and chairs.

• Ability to repetitively grasp and manipulate objects of varying size and weight requiring fine motor skills and hand-eye coordination.

• Ability to exert oneself physically over sustained periods of time to complete job activities.

• Ability to stand a minimum of four hours during the workday.

Additional Information:

McDaniel College is committed to building a diverse workforce that reflects the student body. McDaniel College, in compliance with federal and state laws and regulations, does not discriminate in the recruitment, admission, and employment of students, faculty, and staff in the operation of any of its educational programs and activities. McDaniel College will not tolerate any discrimination or harassment on basis of any protected status including protective hairstyle, race, religion, color, ancestry or national origin, disability, age, sex, gender, gender identity, gender expression, sexual orientation, pregnancy, military status, genetic information, marital status, veteran's status, or any other actual or perceived legally protected characteristics. For more information on the College's commitment to diversity, equity and inclusion, please visit this link.

Application Instructions:

For a complete job description including qualifications and to apply, please visit the college's employment webpage. Completed applications must include a cover letter addressing position qualifications and related experience, resume, and the names and contact information of three professional references. Review of applications will begin immediately. The position will be open until filled.