Events Coordinator (00002)
Job Description
Full job description
Title: Events Coordinator (00002)
Agency: Brightpoint Community College
Location: Chesterfield - 041
FLSA: Exempt
Hiring Range: Commensurate with qualifications and experience
Full Time or Part Time: Full Time
Additional Detail
Job Description:
Brightpoint Community College is a two-year public institution of higher education and is the third largest of Virginia’s 23 community colleges. The college is located within the Greater Richmond metropolitan area. It serves students and the community at its two campuses, in Chester and Midlothian; online; and in locations throughout its service area. Brightpoint Community College’s mission is to provide quality educational opportunities that inspire student success and community vitality. It envisions a success story for every student.
Reporting to the vice president of operations, the events coordinator is the college’s primary point of contact for internal groups who want to reserve space for meetings or who want to hold events/activities in support of the college’s mission and for external groups who request use of college facilities for meetings and events. This position implements college-wide event and facility-use policies and procedures and maintains the college-wide event scheduling platform. This position will play a significant role in the transition from the existing manual spreadsheet-based scheduling process to an automated scheduling system in 2025.
Duties will include but are not limited to:
- Responds to all inquiries about use of college facilities for meetings, events and rentals, to include confirming availability, alternative solutions for conflicts, denials, etc.
- Leads coordinated review of requests to determine whether resources are available prior to approval and scheduling of meeting or event.
- Reviews event requests for potential collaboration opportunities between internal departments/divisions planning similar events.
- Collaborates with Facilities, Housekeeping, Information Technology and other departments to assess and continuously improve systems, processes, and technology and to ensure necessary resources are in place for events.
- Routinely inspects facilities, furnishings and equipment to ensure all is serviceable, in good repair, and functional.
- Establishes and updates effective policies, procedures, strategies and training for college-wide event scheduling and management.
- Maintains Office of Events web pages (internal and external) including updating event policies, procedures, calendars, request forms, rental rates and facility rental contracts.
- Serves as the point of contact for all external inquiries about use of college facilities, and is responsible for follow-up activities, including, but not limited to:
o Responding to all external facility rental inquiries.
o Providing site visits for potential rental clients.
o Providing pricing quotes and draft rental contracts.
o Ensuring necessary supports and resources are in place during rentals
o Being on site during rentals, including nights and weekends, to answer questions and resolve any issues.
o Inspecting the facilities before and after rentals for damage.
o Coordinating facility rental billing with the Business Office at the conclusion of the rental.
o Tracking and reporting on college-wide rental revenues.
- Provide excellent customer service to internal and external stakeholders.
(*first review of applications will occur on October 14, 2024)
- Certified Meeting Professional (CMP) certification preferred.
- Proven experience in event/conference management, preferably in a collegiate setting.
- Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
- Excellent communication and interpersonal skills.
- Familiarization with ADA, fire code, and egress requirements.
- Experience in a high-profile, fast-paced work environment.
- Successful completion and passing of a criminal background check will be required.
Bachelor’s degree preferred in events management, business administration or related field.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer
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