Staff Assistant, Conference & Event Coordinator
Bridgewater State College
 

POSITION #126:                Staff Assistant, Conference & Event Coordinator                (Full-time, APA Position)

                                                Conference & Event Services Office

DATE OF NOTICE:                APPLICATION REVIEW DATE:                    ANTICIPATED START DATE:

September 20, 2004        Review of applications will begin immediately                           As soon as possible.

                                                and continue until the position is filled.

GENERAL STATEMENT OF RESPONSIBILITIES:   The Conference and Events Coordinator provides program planning assistance to campus program sponsors as well as external conference clients, with particular emphasis on programs in the East Campus Commons and athletic facilities.  The Conference and Events Coordinator ensures that necessary program services have been arranged and assists sponsors with program execution.  The Conference & Events Coordinator coordinates building coverage for the Commons during nights and weekends.

SUPERVISION RECEIVED:   Reports to the Director of Conference and Event Services

SUPERVISION EXERCISED:  Supervises graduate and undergraduate students and other seasonal conference staff as assigned.

SPECIFIC RESPONSIBILITIES:

1.                    Coordinates building use by the campus community and coordinates evening and weekend building coverage.

2.                    Meets with program sponsors to discuss events and assists in the development of appropriate plans for the program implementation and evaluation based upon the stated goals including assisting program sponsors in selecting most appropriate date(s) and location(s) for programs based upon the campus calendar and requirements of the program.

3.                    Works with other CESO staff to ensure accurate campus calendar information is disseminated to college community.

4.                    Coordinates with campus service providers for necessary program support services, including facilities arrangements, parking, audio-visual needs, food/beverage service, and other related needs.

5.                    Reviews requests for use of campus facilities by external sponsors, determines viability of these events in light of college calendar, prepares program proposals or price quotes, and contracts clients in consultation with Director.

6.                    Participates in the planning process for All-College events, as well as designated President’s Office and Development Office events.  This includes participating in some planning meetings, assumption of specified program-related duties, and assisting event sponsor in the execution of the event.

7.                    Directly oversees program setup and execution for All-College and larger programs/conferences as assigned.

8.                    Coordinates use of facilities and appropriate food services for summer conferences.

9.                    Coordinates summer conference housing arrangements with the department of Residence Life and Housing; obtains relevant information from clients, including rooming lists, check-in needs, etc.; and arranges for rental of linen and other necessary services, as assigned

10.                 Hires, trains, supervises and evaluates student and part-time staff for the support of conferences and events; coordinates staff assignment to ensure delivery of appropriate conference/event support.

11.                 Maintains accurate and complete record of all services, counts and expenses associated with conferences and events to ensure accurate information for billing purposes.  Prepares billing summaries at conclusion of all assigned programs.

12.                 Develops and maintains program support resources for campus event planners, including entertainment options, equipment rental companies, florists, etc.  Makes necessary contacts with these resources as appropriate. 

13.                 Maintains event records in Resource 25 database.  Uses R25 system to communicate event information to sponsors and service providers.

14.                 Other duties as assigned.

QUALIFICATIONS:

1.         Bachelor’s Degree required.  Preference will be given to candidates with a Master’s degree in higher education administration or a related field. 

2.         Significant experience in program planning and development as well as program support of a diverse range of events is required.  Preference will be given to candidate whose experience has been obtained in a higher education setting.

3.         Excellent verbal and written communication skills, strong interpersonal skills, organization skills and attention to detail are required, as is flexibility and a sense of humor.

4.         Successful candidate will have experience in supervising, and a dedication to developing a student staff, as well as success in working in a fast-paced, hands-on environment.

5.         Experience working collaboratively with other departments as well as responsibility for facility oversight.

6.         Experience with using database software and general office software.

7.         Ability to work nights and weekends, as required.

Salary will be dependent upon qualifications and experience.

To Apply:  Submit letter of interest, resume and the names, addresses and telephone numbers of five professional references to:  Office of Human Resources, Posting #126, Bridgewater State College, Bridgewater, MA 02325.