CAPE FEAR COMMUNITY COLLEGE

EVENTS COORDINATOR

DEFINITIONS

To manage the activities and calendars of the college’s facilities for internal and external audiences.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Vice President of Instruction.

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS – Essential and other important responsibilities and duties may include, but are not limited to the following:

Essential Functions:

Coordinate and schedule the activities and operations of events using CFCC facilities.

Develop and maintain a roster of approved college spaces for community organizations and agencies for meetings, seminars, conferences, etc. Develop and maintain listings of available amenities for each space, e.g., tables, chairs, A/V equipment.

Ensure accurate and complete application and other required documentation (such as Certificate of Insurance, permits) for those using the facilities.

Develop and maintain college-wide calendar for events and update appropriately.

Develop websites for internal and external use containing photos of facilities, seating capacity, availability of chairs, tables, A/V, and pricing structures.

Serve as point of contact for external individuals/groups wanting to utilize CFCC facilities. Administer the policies for the college’s campus operations including scheduling rooms, collection of fees, and executing the required documents/contracts/agreements. Heighten standard of customer service for public use of facilities while maintaining integrity of schedule for student/class use.

Develop marketing materials for external use of specific facilities (e.g., Multi-purpose room in Union Station) and present to area agencies/groups (e.g., civic group and community events, parties, wedding receptions, etc.). Serve as liaison between the college and the community and outside agencies seeking use of campus facilities.

Rework information packages for public rental of facilities, include listings of and access to needed services of college (e.g., maintenance) and offer “college approved” services such as catering, suppliers, etc. Include all information in marketing materials and on website.

Analyze and recommend space for customers based on function and needs. Develop strategic plan for all events to include all facets of facilities and service needs.

Coordinate, as necessary, with CFCC parking, maintenance, custodial services, security and IT. 

Collect and make deposits of fees for use of facilities; develop reporting mechanism for monthly and annual reports.

Develop budget and forecast required funds for special event staffing, equipment upgrades and maintenance, materials and supplies.

Other Important Functions:

Participate in professional development activities; stay abreast of new trends and innovations as related to position.

Stay up-to-date on knowledge of community groups, activities, new facilities and rental fees/policies.

Recommend modifications to campus operations programs, policies and procedures as appropriate.

Serve on appointed college committees.

Perform related duties and responsibilities as required. 

QUALIFICATIONS 

Knowledge of: 

Operational characteristics, services and activities of the college campus. 

Organizational and management practices of the college and administration. 

Business letter writing and basic report preparation. 

Modern office procedures, methods, and computer equipment.

Pertinent Federal, State and Local codes and regulations and routine security procedures.

Ability to:

Facilitate the activities of campus events.

Effectively present information about college to civic groups, agencies, etc.

Prepare clear and concise reports.

Analyze problems, identify alternate solutions, and make recommendations in support of goals.

Communicate clearly and concisely, both orally and in writing.

Professional interpersonal and interaction skills.

Ability to work nights and weekends as presence may be required at some events.

Maintain effective audio-visual discrimination and perception needed for:

• Making observations
• Reading and writing
• Communicating with others
• Operating assigned equipment
• Handling varied tasks simultaneously

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

• Walking, standing, or sitting for extended periods of time
• Operating assigned equipment

Maintain mental capacity which allows the capability of:

• Making sound decisions
• Answering questions
• Demonstrating intellectual capabilities

Establish and maintain effective working relationships with those contacted in the course of work including college staff, community groups and the general public.

EXPERIENCE AND TRAINING GUIDELINES

Experience:

Three to four years professional experience in event planning, public relations, or a similar field.

Three to four years experience in a post-secondary educational setting preferred.

Training:

Bachelor’s degree required, preferably in business, marketing, public relations, communications or a related field.

Masters preferred.

Event Planner Certification strongly preferred.