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Events Coordinator - Mills College

Expired Job

Mills College Oakland , CA 94604

Posted 2 months ago

Job Description:

Under the direction of the Director of College Events, this position is responsible for coordinating and the scheduling of room assignments and events for the Mills Campus.

The position supports the Mission statement of Mills College by delivering excellent support and services to students, staff, and faculty, by managing all nonresidential spaces. Through operational excellence, it advances the initiatives of the strategic plan, by ensuring goals are established, monitored and measured to meet the plan's timelines and objectives. This position plays a significant role in supporting and creating a vibrant and inclusive campus life, enhancing the image of the College, and supporting sustainability programs.

  • Manages 25Live reservation system for campus events and facilities to ensure proper scheduling and availability of campus buildings and grounds

  • Coordinates the scheduling of special events and meetings occurring on campus using scheduling software, for individuals within the college.

  • Reviews and approves facilities for a variety of events that include:

  • College-wide events - works with volunteer committees and other appropriate staff and faculty from college departments to coordinate scheduling and set-ups for events on campus

  • Student events - works in cooperation with the Office of Student Activities. (The Center)

  • Works with the Director of College Events to coordinate all facilities, staff, and services for major College events including Commencement, Convocation, the Staff-Faculty Holiday Party, and other high-profile events on campus

  • Coordinates all set-up details for tables, chairs, and miscellaneous equipment with the set-up crew

  • Tracks billable expenses for specialized equipment requested for events and collect budget numbers from departments and student organizations

  • Trains Mills community as users of the 25Live reservation system, as well as being available for ongoing support

  • Identifies possible scheduling conflicts and work with requestors to resolve

  • Identifies high profile events and is proactive in obtaining details regarding the event

  • Works with the Director to diplomatically resolve any scheduling conflicts

  • May oversee Student Worker

  • Performs related duties as assigned

Requirements:

Knowledge of:

  • Events scheduling, planning and coordinating, preferably on a college campus.

  • Accurate data entry.

  • Basic computer programs such as email, Google Suite, MS Office suite, etc., including advanced Excel spreadsheets.

  • Interpreting and applying policies and procedures and explaining them to others

Skills/Abilities

  • Strong organizational skills

  • Interpersonal skills including tact, patience, courtesy

  • Solid judgment and decision making capability

  • Maintain detailed records

  • Generate reports and schedules

  • Conduct meetings & training sessions

  • Supervise volunteers

  • Communicate effectively through oral and written mediums

  • Work with diverse academic, cultural and ethnic backgrounds of college students, faculty and staff

  • Follow through consistently on inquiries, requests, and suggestions

  • Maintain confidentiality of sensitive information

  • Work safely in compliance with College Injury and Illness Prevention Plan

Education & Training

  • Associates degree emphasizing computer related discipline, business technology or related field

  • Demonstrated experience in events scheduling, preferably on a college campus

  • Minimum two years' experience in data entry, Microsoft Word, and creating Excel spreadsheets

  • Experience with 25Live or other event-related software

  • Valid US driver's license

Physical, Mental and Environmental Demands

  • Work safely in compliance with College Injury and Illness Prevention Plan

  • Lift, carry, push or pull moderately heavy objects up to 20 lbs. and bend, stoop, stand, and walk for periods up to six hours

  • Frequent interruptions and changes to the work schedule

  • Evening and weekend hours required

  • Frequent use of computer keyboards

  • More than half of time spent in normal office setting

  • Occasionally work in outdoor setting for several hours/multiple days at a time

Additional Information:

This is a full-time, non-exempt position with an FTE of 1.0. Salary is commensurate with experience and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-matching after 6 month qualifying period, 10 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+ plus, 12 sick days and 17 paid holidays (subject to annual review). Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Voluntary benefits include: pet insurance, long-term care insurance, legal-assistance insurance, cellular provider discounts and computer hardware discounts.

Mills College does not permit discrimination based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sex, sexual orientation, or gender identity. For more information on Mills' non-discrimination policy, please go to https://inside.mills.edu/administration/administrative_offices/policies/nondiscrimination.php.

Please note that all positions are subject to a background check.

Application Instructions:

To apply, please submit:

  • resume and,
  • cover letter

Review of applicants will begin immediately; applications will be accepted until the position is filled.


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Events Coordinator - Mills College

Expired Job

Mills College