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Event Coordinator/Scheduler

2 months ago

Compton, California, United States Compton College Full time
Job Description:

DEFINITION

Under general supervision, performs a wide variety of specialized clerical work related to enrolling students and maintaining accurate and current records of students' academic status and progress; provides information to students, faculty, and staff regarding college procedures and requirements; and performs related work as required.

DEFINITION

Under general supervision, schedules, documents, coordinates, and facilitates the scheduling and rental of college facilities; facilitates the logistics, set-up, clean-up, and safety of events; provides information to the public regarding rental policies, procedures, and contracts; provides administrative support for the Business Services Division management; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Director of Fiscal Services. Exercises no supervision of staff.

CLASS CHARACTERISTICS

This classification coordinates events, rental of college facilities, and works closely with various District staff to ensure that events are successfully executed. Responsibilities include preparing contracts, invoices, and related paperwork, interacting with staff, community groups, and the general public, and coordinating rental logistics with various parties. Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant classification in that the latter performs complex administrative and office support duties.

EXAMPLES OF ESSENTIAL FUNCTIONS(Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Schedules, documents, coordinates, and facilitates the rental of college facilities; receives and reviews facility use requests; communicates with community groups, District personnel, and others to arrange use of school facilities.

Determines availability of requested site; computes charge for use of facilities, including labor, supplies, and equipment costs; coordinates with District Police and arranges for security as required to ensure safety of all attendees.

Prepares contracts, invoices, and related paperwork; arranges for custodial, athletic, and food services personnel as needed; assures proper billing and collection of fees for facility use.

Plans, organizes, and schedules meetings with various parties affected by and/or participating in events; communicates and coordinates rental logistics with staff as well as changes or additional needs as required.

Responds to phone requests concerning various District events; provides information related to the use of facilities available.

Explains policies and procedures and assists clients in completing applications and other required forms correctly.

Responds to questions and complaints from clients regarding event set-up, policies, and fees.

Coordinates with maintenance supervisor and other maintenance personnel before, during, and after events to ensure proper set up, clean-up, and safety for staff, students, and the general public.

Prepares and maintains a variety of files, records, and reports; maintains work order records for set-up requirements with maintenance staff; reviews and signs-off on overtime slips for staff assigned to special events.

Works closely with the Director to advance fundraising efforts by supporting donor outreach and stewardship efforts and coordinating special projects.

Maintains organized files, processes purchase orders, check requests, insurance requests, and special event requests.

Works with the Bursar's Office to deposit revenues from special events, athletic events, and special projects.

Prepares material for brochures, website, and flyers for civic rental offerings; prepares and updates an events calendar distributed campus-wide.

Performs basic research with surrounding colleges regarding rental fees and policies.

Conducts site tours for prospective clients looking to utilize the District's facilities.

Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

Rules, regulations, codes, policies, procedures, and practices as related to the rental of District facilities and event planning and coordination.

Facility scheduling and fee schedules.

Standard office practices and procedures, including the use of standard office equipment, basic record-keeping, and arithmetic.

Safe work practices, including safe driving rules and practices.

Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.

English usage, spelling, vocabulary, grammar, and punctuation.

Computer applications related to the work, including word processing, database, and spreadsheet applications.

English usage, spelling, vocabulary, grammar, and punctuation.

Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, various socio-economic and ethnic groups.

Ability to:

Schedule, document, coordinate, and facilitate the rental of college facilities.

Assess renter needs and interests and obtain and offer relevant solutions.

Learn, apply, and explain applicable District policies, rules, and regulations related to areas of responsibility.

Respond to and effectively prioritize multiple phone calls and other requests for service.

Enter and retrieve data from a computer with sufficient speed and accuracy.

Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

Operate modern office equipment including computer equipment and specialized software applications programs.

se English effectively to communicate in person, over the telephone, and in writing.

Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Required Qualifications:

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to the completion of the twelfth (12th) grade supplemented by two (2) years of college-level coursework in business or a related field, and two (2) years of coordination and administrative experience.

Have sensitivity to and understanding of multi-cultural, diverse environments and college students from diverse academic, socioeconomic, cultural, and ethnic backgrounds.

Licenses and Certifications:

None

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard and specialized office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may occasionally work outdoors during special events and be exposed to cold and/or hot temperatures. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

May be required to work a varied schedule of hours, which may include early mornings, evenings, weekends, and holidays, at a variety of District facilities.

PRE-EMPLOYMENT REQUIREMENTS/CLEARANCES

Criminal Justice Fingerprints. Tuberculosis screening.

District pre-placement drug testing at District expense.

WHAT WE OFFER

100% employee medical premium coverage and a contribution toward dependent coverage

Voluntary (Medical/Dependent Day Care) Flexible Spending Account

$50,000 life insurance benefit

Deferred Compensation Program (403(b)/457 plans)

Retirement Pension Plan (CalSTRS/CalPERS)

Abundant Professional Growth & Development Opportunities

22 paid holidays + Paid vacation

Cumulative sick leave

Hybrid Work Schedule: 4 days in office/1 day remote (may vary by Department/Position)

Summer schedule (exceptions apply)

Receive Longevity Pay for years of continuous service:

Employee Assistance Program

Environment that fosters diversity and inclusion

Progressive and innovative culture

APPLICATION PROCEDURE:

Applicants must submit the following documents by the closing date:
  1. Online application: Compton Community College District - Administration - Human Resources
  2. Cover letter. (Letter of introduction highlighting your education and experience.)
  3. Resume.
  4. Pertinent transcripts (only in pdf format) as stated in the job qualifications. (Unofficial computer- generated academic records/transcripts must include the name of the institution and degrees awarded to be acceptable.) Multiple page transcripts must be loaded as ONE pdf document.
Foreign Transcripts: Transcripts issued outside the United States of America require a course-by- course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript evaluation services, please visit:

*Please Note: Documents uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.

ALL APPLICATIONS MATERIALS MUST BE SUBMITTED ONLINE AT:

Compton Community College District - Administration - Human Resources

ICT AND INSTRUCTIONAL MATERIALS ACCESSIBILITY STANDARD STATEMENT:

CCCD is committed to ensuring equal access to instructional materials and information and Communications technology (ICT) for all, particularly for individuals with disabilities, in a timely manner. In accordance with California Government Code 7405, Government Code 11135, Government Code , and best practices, CCCD will comply with the accessibility requirements of Section 508 of the Federal Rehabilitation Act of 1973.

REASONABLE ACCOMMODATIONS:

Any individual with a disability, who requires reasonable accommodation, may request assistance by contacting the Human Resources Office at extension 2400, or completing form PC1105, a minimum of five (5) working days prior to closing date for this position.

SELECTION PROCEDURE

Applications will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement.

Applicants who meet the basic qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to the college at their own expense. During the campus visit, each applicant will be tested and/or interviewed.

The Human Resources Office will rate responses to the questions or interview questions.

Based upon this rating, a small number will be invited to the campus a second time for an interview.

EMPLOYMENT INFORMATION:

To be considered in the initial committee review, all materials requested in this vacancy notice must be received no later than the filing deadline. Applicants wishing to apply for more than one position must submit separate materials for each position. The District does not return materials submitted an application for a position. SUBMISSION OF THESE MATERIALS IS THE APPLICANT'S RESPONSIBILITY.

During the interview, consideration will be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.

The District reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interview.

Applicants who are eliminated from consideration will be notified by letter or email. Candidates should not expect official notification of the status of their candidacy until the Special Trustee has acted upon the District's recommendation for employment.

The District reserves the right to extend the deadline, re-advertise the position, or to delay indefinitely filling this position if it is deemed that applicants for the position do not constitute an adequate applicant pool. Staffing of this position is contingent upon the availability of funding.

ABOUT THE DISTRICT

Compton College (originally Compton Junior College) is a public community college offering a full complement of transfer and degree courses, as well as career and technical education. Enrolled students may earn an associate degree or certificate, transfer to a four-year university or train for a career.

Compton College is part of the Compton Community College District, which encompasses an area of about 29 square miles, making educational services available to nearly 300,000 residents of Compton, Lynwood, Paramount and Willowbrook, as well as portions of Athens, Bellflower, Carson, Downey, Dominguez, Lakewood, Long Beach and South Gate. About 290 full- and part-time faculty teach more than 40 degree programs and 20 certificate programs.

HISTORY OF COMPTON COLLEGE

The Compton Community College District (CCCD) was established in 1927 as a component of the Compton Union High School District. In 1950, voters approved a bond issue separating the college from the high school district. Construction of the new college campus was completed on the present site. Classes began on the new campus in fall 1956.

In August 2006, the El Camino Community College District Board of Trustees approved a Memorandum of Understanding to provide educational and related support services to Compton Community College District residents.

On June 7, 2017, the Accrediting Commission for Community and Junior Colleges (ACCJC) granted initial accreditation status to Compton College. The action established Compton College as an accredited college within the El Camino Community College District.

Compton College was officially named the 114th California Community College through unanimous vote by the Board of Governors in July 2017. On August 29, 2018, California Community Colleges Chancellor Eloy Oakley issued Executive Order declaring Compton College will operate as an independent college under the authority of the Compton Community College District (CCCD) Board of Trustees effective June 7, 2019.

MISSION STATEMENT:

Compton College is a welcoming and inclusive community where diverse students are supported to pursue and attain student success. Compton College provides solutions to challenges, utilizes the latest techniques for preparing the workforce and provides clear pathways for completion of programs of study, transition to a university, and securing living-wage employment.

THE COMPTON COMMUNITY COLLEGE DISTRICT IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.

Compton Community College District is an Equal Opportunity/Affirmative Action employer and does not discriminate in employment on the basis of sex, sexual orientation, race, color, religious creed, marital status, denial of Family & Medical Care Leave, national origin (including language limitations), ancestry, medical condition (cancer/genetic characteristics), age (40 and above), disability (mental and physical) including HIV and AIDS, denial of pregnancy disability leave or reasonable accommodation, or other protected classes, or obligations to the National Guard or Reserve Forces of the United States. For specific details on this policy, please contact Jennifer Burchett, EEO Compliance Officer, at , extension 2400.

EMAIL COMMUNICATION

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

IMPORTANT NOTICE

To be included in the initial screening, application materials must be received no later than 3:00 p.m. on the closing date.

The Compton Community College District is committed to providing an educational and employment environment in which no person is subjected to discrimination on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or retaliation; or on any other basis as required by state and federal law.

Additional Links:
  • CODESP