Coordinator of Campus Events
Schenectady County Community College

Category:: Professional
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Department:: Office of the President
Locations:: Schenectady, NY
Posted:: Oct 2, 2024
Closes:: Open Until Filled
Type:: Full-time
Position ID:: 181697

About SUNY Schenectady County Community College:

SUNY Schenectady County Community College (SUNY Schenectady) is one of the State University of New York's finest two-year colleges located in upstate New York's vibrant and growing Capital Region, with easy access to Boston, NYC, the Adirondack and Catskill Mountains, Montreal and scenic Hudson Valley, all of which are just a few hours away. SUNY Schenectady is a premier college that provides quality, comprehensive education for transfer, career, training and workforce development to a diverse population in a student centered environment. The College offers more than 50 transfer and career programs in science, aviation, culinary, music, and liberal arts, and serves more than 5,000 students. We take pride in being an urban campus with a small town feel.

SUNY Schenectady is dedicated to cultivating an environment that celebrates diversity, prioritizes inclusion, and insists on equitable access. Diversity, equity, and inclusion is central to our vision and mission; we know that to foster a sense of belonging and preserve connectedness, we must create and maintain working and learning spaces that welcome, respect, and appreciate difference. SUNY Schenectady provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law. We encourage applications from members of historically underrepresented groups, women, veterans, and persons with disabilities.

Job Description:

The College is seeking a full-time Coordinator of Campus Events. This is an administrative staff (unrepresented), 12-month position. The Coordinator of Campus Events schedules and coordinates public seminars, conferences, and event activities for campus and community organizations. The Coordinator of Campus Events is responsible for managing various aspects of events and partnering with departments to ensure facility scheduling, set-up, technical and AV equipment requirements, catering, security, parking and event follow-up. The Coordinator of Campus Events works closely and effectively communicates with a broad spectrum of offices and individuals both on-campus and in the community. The Coordinator of Campus Events also works with college public relations and marketing staff to promote and market the use of campus facilities for external users, and assists with arrangements for media-centric events such as ribbon cuttings, grand openings, and dedications. The Coordinator of Campus Events works closely with faculty in the School of Hospitality, Culinary Arts and Tourism (HCAT) reserving all banquets that are conducted by the Banquet Management and Operations and Quantitative Food classes in the Van Curler Room. The Coordinator of Campus Events is required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events.

RESPONSIBILITIES:

• Schedules facilities and services for College and outside organizations' events; maintains weekly and monthly facility activities calendar; updates calendar as required.
• Recommends to supervisor approval or denial of facility rental for specific events by reviewing events requests in keeping with existing Board policies.
• Assists in the development and recommendation of policies related to facility use.
• Coordinates with renter's management to negotiate rental costs and determine requirements of renter in regards to technical/AV equipment, security and/or other needs.
• Ensures adequate staffing for events and schedule set-up, technical, stage and other crews accordingly. Monitors and directs all staff assigned to an event.
• Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities. Maintains contact with renters via telephone, email or other written correspondence.
• Works with users to formalize requests and contracts for review and approval.
• Represents the College in the marketing of its facilities and services to internal and the external community.
• Works jointly with the public relations department in development of marketing materials.
• Attends events to facilitate operations. Trouble shoots, and responds to emergencies, problems, etc., ensures all aspects are implemented and controlled according to plan.
• Maintains direct contact with personnel from the various outside organizations and College departments associated with scheduled events.
• Compiles materials for event programs; maintains mailing lists for distribution of events calendar or other pertinent information.
• Works with artists, pertinent staff, and faculty to, coordinate art displays around campus.
• Collaboratively works with the College's communications staff and Student Affairs Division staff to promote greater attendance at campus events.
• Responsible for the preparation of an annual assessment covering the position's responsibilities and corresponding action plan in support of the College's Mission Statement, Vision Statement, and Strategic Plan.
• Shows potential clients the Van Curler Ballroom where banquet classes are held.
• Distributes menus with policies and procedures; answers any questions about availability of dates, menus, initial and final guarantees and details for the banquet.
• Quote prices and collect deposits to hold date.
• Book and reserve all banquets conducted by the banquet classes.
• Input data into event software program and disseminate to all stakeholders.
• Assist HCAT faculty in scheduling of Special Event Dining Series and fundraising events based upon availability.
• Perform other job related duties as assigned.

Requirements:

Minimum Qualifications:

• Bachelor's degree in Business Administration or related field and two years' experience in facilities and/or service administration and coordination or event planning; or
• Six years of experience in facility and/or service administration and coordination or events planning, or
• Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Two years' experience in a supervisory or coordination of a complex service activity.
• Superior organizational and project management skills are required, including the ability to organize and prioritize work to meet multiple and competing deadlines.
• Experience working with budgets, invoicing, and contract negotiation.
• Knowledge of supervisory practices and principles.
• Skill in public relations and handling complaints.
• Excellent skills in Microsoft Office applications.

Special Information:

• VISA sponsorship is not available for this position.
• Offers of employment will be conditional based on the successful completion of a background check and verification of official college transcripts.

Additional Information:

Salary: $48,800/year

At SUNY Schenectady, salary is only one aspect of your compensation package.

Benefits and perks:

As a full-time team member here, you'll enjoy:

• Comprehensive health care coverage
• Dental and vision coverage
• A choice of retirement systems
• A deferred compensation program
• Professional development opportunities
• Summer hours
• Two on-site childcare providers (dependent on availability)
• Discounted YMCA health club membership
• Plus additional savings programs and perks!

Application Instructions:

Applications Due By: Applications accepted until position is filled.

If you need a disability-related accommodation to apply to this position, please contact the Human Resources Office at (518) 381-1218 or humanresources@sunysccc.edu.

Applicants must submit the following documents to be considered for this position:

• Cover letter
• Resume
• Completed SUNY Schenectady Employment Application
• References: Please provide three professional references which include name, title, and contact information

CAMPUS SAFETY REPORT
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the College's crime statistics for the past three years; and the availability regarding the College's current campus security policies. SUNY Schenectady County Community College's Annual Security Report is available here.

SUNY Schenectady is an Equal Opportunity Employer. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United Stated and to complete the required employment eligibility verification form upon hire.