Event Coordinator at Oklahoma City Community College in Oklahoma City, Oklahoma

Job Description:

Posting Number:

Staff_0403317

Classification Title:

Staff

Working Title:

Event Coordinator

Annual Hours:

12 Month

Placement Range:

$51,066,40 - $63,832.99

Position Type:

Regular

Job Category:

Exempt

General Description:

This position is responsible to organize and execute events for the College. The Event Coordinator plays a pivotal role in planning, coordinating, and executing a wide range of events and activities. This position requires a dynamic individual with strong organizational skills, creativity, and a passion for creating memorable events that cater to a large and diverse college .

Reports To:

Chief of Staff

What position(s) reports to this position?:

None

Minimum Education/Experience:

Bachelor's degree from an accredited institution.


Minimum (2) years' experience in event planning; large and small scale.

Required Knowledge, Skills & Abilities:

Knowledge:
Event planning principles


Project Management


Proficient with Microsoft Office



Skills:
Strong organizational and management skills


Strong written and oral communication skills


Problem solving skills


Attention to detail


Time management


Budget management



Abilities:

Ability to work well under pressure and be able to demonstrate successful administrative experience


Ability to lead and coordinate


Multi-tasking


Relationship building with internal and external stakeholders


Ability to work flexible hours, nights, and weekends as needed to meet the needs of the position

Physical Demands/Working Conditions:

PHYSICAL/MENTAL DEMANDS AND WORKING CONDITIONS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.


This position requires the person to frequently move about the OCCC campus and off-site outreach locations.


This position requires the person to frequently communicate with and listen to administration, faculty, staff, students, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.


This position requires the person to frequently remain in a standing and stationary position.


This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.


This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.


This position performs the essential functions in an indoor, office setting.

Preferred Qualifications:

Advanced Degree from an accredited institution.


Minimum (3) years' full time work experience in event planning; both large and small scale.


Previous work experience in an institution of higher education

Required Training:

Quarterly compliance training as assigned by institution

Work Hours:

Monday through Friday; from 8:00am to 5:00pm, with frequent mornings, nights and weekends.

Department:

President's Office

Job Open Date:

09/13/2024

Open Until Filled:

No

HR Contact:

Beth Holmes

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript conferring highest degree.


Applicants who do not attach the required documents will not be considered for the position.


For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

Job Duties (Position Specific):

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Duties Assignment Statement):

Event planner for Oklahoma City Community College.


In consultation with the Chief of Staff, conceptualizes, plans, manages, organizes, coordinates, promotes, facilitates and supports events, projects, meetings, and functions.


Provide guidance and support for special event committees at the direction of the Chief of Staff, including attending meetings, writing correspondence and follow-ups as needed.


Prepare various types of correspondence in relation to events.


Maintain various databases, including but not limited to, contacts, phone logs, events and social media in connection with events.


Perform other duties as assigned by the Chief of Staff.


Coordinate all aspects of events hosted in whole or in part by the Executive Offices, including but not limited to campus festivals, social and philanthropic gatherings, seminars, workshops, and cultural events.


Develop event concepts, themes, and timelines in collaboration with stakeholders to ensure events align with departmental and institutional goals.


Manage event logistics such as venue selection, catering, transportation, accommodations, and audiovisual requirements.


Oversee event setup, operation, and breakdown, ensuring smooth execution and adherence to schedules.


Develop and manage event budgets, ensuring fiscal responsibility and adherence to allocated resources.


Negotiate contracts with vendors, suppliers, and service providers to achieve cost-effective solutions without compromising quality.


Serve as the primary point of contact for event-related inquiries both internally and externally with campus stakeholders, vendors, and participants.


Collaborate with various campus departments, the OCCC Foundation, and external partners to coordinate joint events and initiatives.


Promote events through effective marketing strategies, including social media, email campaigns, and campus-wide announcements.


Conduct post-event evaluations to assess success and identify areas for improvement.


Implement feedback mechanisms to gather input from participants, stakeholders, and partners to enhance future events.


Coordinates OCCC representation at external partner events


Other duties as assigned.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.


Contribute to a safe educational & working environment.


Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.


Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.


Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

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