Events & Conferences Coordinator (Professional Services Specialist 2, S.C., U24)

Description

RAMAPO COLLEGE OF NEW JERSEY:

Ramapo College of New Jersey (RCNJ) develops ethical leaders who serve as change agents across all sectors. The College's unique interdisciplinary academic structure, its liberal arts core, its size (approximately 5,500 students), and its setting in the foothills of the Ramapo Mountains on the New Jersey/New York border provide an optimal environment for individualized, student-centered learning and leadership development. RCNJ's designation as "New Jersey's Public Liberal Arts College" by the State legislature is the foundation from which the College's commitment to an accessible and transformative undergraduate and graduate education is realized.

Established in 1969, CondeNast Traveler named Ramapo one of the 50 Most Beautiful College Campuses in America. The barrier-free campus occupies 300 acres and is home to 42 bachelor's degree programs spanning the arts, business, data science, humanities, education, nursing, social work, social sciences, and the sciences. Ramapo College boasts an average student/faculty ratio of 16:1 and an average class size of 21; affording students the opportunity to develop close ties to the College's exceptional faculty. In addition, the College offers graduate programs leading to master's degrees in Accounting, Applied Mathematics, Business Administration, Contemporary Instructional Design, Computer Science, Creative Music Technology, Data Science, Educational Leadership, Nursing, Social Work, and Special Education, as well as a Doctor of Nursing Practice. Every degree program is designed and delivered through the collaborative and interdisciplinary efforts of student-centered faculty scholars and staff who are committed to serving the public good through the delivery of an academically rigorous, inclusive, and a transformative collegiate experience. Ramapo is ranked #1 among New Jersey public institutions by College Choice and is recognized as the State's top college on the list of Best Disability Schools by Great Value Colleges. Further commendations include designation as a "Military Friendly College" in Victory Media's Guide to Military Friendly Schools, and as a leading college by U.S. News & World Report, Kiplinger's, Princeton Review, and Money Magazine, among others.

Salary Range:

AFT - U24 - Steps 1-4

$68,986 - $79,329

Position Type/Expected Hours of Work:

This is a full-time, AFT position, and hours of work and days are Monday through Friday, 8:30 a.m. to 4:30 pm. Occasional evening and weekend work may be required as job duties demand. Note: This position is in the "NL" category of employment.

Job Summary

Reporting to the Director of Events and Conferences, the Events and Conferences Coordinator is responsible for self-sufficiently planning logistics for on-campus special/major events, faculty/staff conferences, donor relations/campaign events, and government relations events. The Events and Conferences Coordinator interacts with various constituents and must exercise professional judgement while planning events. Authorizes hiring and coordination of internal personnel, to support scheduled events including Public Safety, Building Services, Facilities/Grounds/Trades, Environmental Health and Safety, Health Services, Dining Services, Media Services, Berrie Center, Bradley Center, and other personnel as needed. Negotiates and implements rental contracts for corporate, non-profit, municipal and private events. Communicates related policies and procedures to internal and external users of campus facilities and ensures they abide by applicable guidelines and regulations. Supports the scheduling and meeting/event planning functions of the unit by using the room scheduling system and crafting room diagrams. Assists with the development of and supports unit goals and objectives related to Strategic Plan initiatives. Works to ensure the profitability/net revenue generation of the overall Events and Conferences program and enacts the college-wide vision for utilization of resources.

Examples of Duties

Specific Duties

• Comprehensively orchestrates or participates with the on-campus new/annual major and special College events, which support the College mission, for students, staff, and faculty.

• Responsible for meeting annual revenue goals by generating new and fostering ongoing rental business.

• Negotiates and implements rental contracts for corporate, non-profit, municipal and private events.

• Safeguards the confidentiality of information and exercises discretion with confidential information.

• Maintains positive customer relations with on and off campus constituents.

• Supports mission of College and Strategic Plan.

• Responsible for coordinating internal campus support services and communicating regularly with Center for Student Involvement, Environmental Health and Safety, Fire Marshal, Berrie Center, Bradley Center, Facilities/Grounds/Trades, Dining Services, Building Services, Media Services and Public Safety, and others to ensure efficient operations.

• Authorizes the hiring of support staff required to work internal and external events.

• Produces detailed event distributions for, and disseminates to, applicable support services in accordance with contracts for external groups and reservations for internal groups.

• Acts as liaison to Admissions, Berrie Center, Bradley Center, Center for Student Involvement, Center for Student Success, Advancement, President's Office, and faculty/staff in coordinating event logistics for all major/special campus-wide events.

• Acts as point person for planning logistics for on-campus campaign-related, donor relations, and government-relations events.

• Acts as point person for on-campus faculty/staff conferences, working closely with faculty and staff to conduct appropriate event reviews, advise on event design, and provide appropriate support.

• Approves and processes overtime payments for various support service areas on campus for rental events.

• Manages annual Major/Special Events calendar according to established College priorities.

• Conducts site visits with renters of campus facilities, cultivating relationships.

• Works with team to suggest ongoing enhancements to room scheduling system to improve user efficiency.

• Communicates policies and procedures to internal and external users of campus facilities and ensures they abide by applicable guidelines and regulations.

• Serves as Site Manager for significant internal and external events, including checking facility setup, communicating with internal and external vendors.

• Chairs recurring meetings with internal constituent groups, such as the Berrie Center, Building Services and Catering.

• Assists with Events & Conferences collaboration with Registrar regularly to note classroom changes and insure maximum space utilization.

• Acts as room scheduling system administrator by updating program users, facilities, capacities, etc. on an ongoing basis.

• Responsible for meeting risk management requirements by logging and filing Users' insurance, W-9, business or non-profit certificate, and medical requirement documentation including EMS, certifications, etc.

• Reconciles contracts and payments, which includes logging checks in tracking sheet, processing reimbursements (including damage deposits), and other contract reconciliation functions as needed.

• Co-lead Arching Day activities on campus, coordinating, charging, and directing over 100 staff/faculty marshals.

• Create room diagrams for approval by the fire marshal, in compliance with fire codes.

• Reviews, and suggests modifications to the annual facility rental fees, discount policies, and fee structure, proposing changes to increase revenue.

• Co-chairs monthly Major Events Meeting.

• Maintains organized electronic and paper filing systems for all applicable documentations, contracts, etc. to ensure compliance.

• Develops and recommends plans for department efficiency.

• Assists with oversight of student site manager for external rentals.

• Uses appropriate forms in Banner to track and monitor the unit's income, as needed.

• Works flexible hours as required.

• Other duties upon request.

Additional Skills, Knowledge and Abilities

• Excellent oral and written communication skills.

• Excellent computer skills (specifically Microsoft Office).

• Exceptional organizational skills and strong follow through.

• Preference for proficiency in: Banner and 25 Live

• Ability to work independently, yet function within a team.

• Ability to provide exceptional customer service to a diverse constituent group.

• Ability to multi-task and prioritize work in a fast-paced environment, and work a flexible schedule, with some nights and weekend hours.

• Leadership skills to coordinate support staff.

Qualifications

REQUIREMENTS

Education

Graduation from an accredited college with a Bachelor's degree. Degree in business, marketing, public relations, communications, student personnel, or related disciplines preferred. Relevant work experience may substitute for education on a year-for-year basis (30 credit hours is considered one year of college).

Experience

• Minimum of three years' experience in a position that involved any of the following: meeting, event or conference planning and coordination; event contract development, scheduling of events; facilities and human resources management; or similar responsibilities.

• Experience analyzing and solving problems, and developing appropriate work methods and exercising resourcefulness in high-paced environment.

• Experience working with budgets and reconciliation of funds.

• Experience with contracts and negotiations of terms with outside groups.

Supplemental Information

EEO Statement:

Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs and other diversity programs. Ramapo's commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.