Facilities and Events Coordinator

Primary Responsibilities

• Educate staff from various departments/programs of event planning policies and procedures.
• Cook up events from concept to completion, ensuring smooth, efficient operation and, as necessary, generation of maximum exposure.
• Coordinate event driven logistics including, but not limited to, event invitations (email/hard copy), marketing materials and distribution, catering, parking, venue selection, rentals, and beverage selection and service.
• Work closely with internal and external vendors; event venue research, contracts and selection, event entertainment, travel arrangements, event registration (e.g., guest lists, name tags); tracking event guest responses, managing, staffing registration and check-in tables.
• Recruits, trains, and assigns volunteers.
• Cook up necessary set-ups including tables, chairs, displays, audio-visual equipment, photographers and musicians, caterers, special needs accommodations.
• Respond to inquiries from external constituencies about events, including assisting with media requests.
• Serve as a member of the Planning Activities Committee (PAC) to plan employee events.

Facilities Operations

• Handle all photo ID processing for students and employees throughout the year.
• Order and stock photo ID supplies well in advance of need.
• Coordinate supplies replacement, and calendaring in advance of depletion.
• Maintain campus coffee and food service supplies in employee lounges and student Markets.
• Ensure minimal downtime by closely coordinating with service vendors for purchase of supplies and management of service issues.
• Manage locker rentals for students and student organizations, oversee usage, and protocols.
• Logically coordinate with Student Affairs in coordination.
• Log all utility billing; alert Director to unusual charges and changes in normal usage.
• Aid in informing the maintenance team of work orders. Occasionally update status as needed.
• Report and investigate facilities issues and cleanliness.
• Regularly perform all required filing for department.

Qualifications

• Bachelor’s Degree required.
• Minimum of three (3) years of related work experience supporting events, preferably in an education setting.
• At least 2 years of administrative experience a plus.
• Knowledge of facilities operations such work orders, coordinating vendors and mail processing preferred.
• An equivalent combination of education and experience may be substituted.
• Must have daily access to a reliable vehicle and obtain and maintain a valid California driver’s license and personal vehicle insurance acknowledging the vehicle is used for employee’s work purposes (for periodic pickups, as necessary).
• Must be flexible to work evening and/or weekend events.
• Must be motivated, highly organized, and a self-directed individual with excellent interpersonal skills who can effectively multitask and handle a variety of matters independently, in a professional, polished, and mature manner with tact, diplomacy, and appropriate judgement.
• Attention to detail and a degree of accuracy is crucial.
• Must have intermediate level of computer skills.
• Advanced experience with Microsoft Office Suite, including MS Word, Excel, Outlook, and PowerPoint.
• Must be familiar with CMMS and equipment controls.
• Must be familiar with Internet search engines and email properties.
• Aptitude for learning new technology.