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Events and Engagement Specialist

4 months ago

Grayslake, Illinois, United States College of Lake County Full time


Events and Engagement Specialist

Internal Position Title: Events and Engagement Specialist

Posting Number: S02696

Department:: Communications and Engagement

Position Type: Staff

Job Family: Specialist

Summary:

Under the direction of the Director, Communications & Engagement, the Events & Engagement Specialist is responsible for coordinating collegewide and board-related events and engagement activities. A key priority is ensuring inclusive, positive event experiences that promote unity among students, employees and community members. This position handles behind-the-scenes planning and detail work, on-site event oversight, and post-event reporting for a variety of annual, monthly and special events. This position collaborates closely with multiple stakeholders across the college to help mobilize large and small events, delivered either in person, virtually or hybrid format. The Events & Engagement Specialist also assists in developing and communicating collegewide event guidelines and efforts related to diversity, equity and inclusion.

Why choose the College of Lake County for your next opportunity? The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays), generous vacation, sick and personal time off and 14 paid holidays each year. Some benefits will not be available for part-time employees (ex: health insurance).

CLC is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences. CLC achieved a milestone in 2023 with its designation as a Leader College. This national recognition awarded by the Achieving the Dream Network is the result of improved student outcomes through the CLC's relentless commitment to transformational change and the implementation of innovative practices within the student success model over the past few years.

CLC aspires to be a place where every student succeeds, every employee thrives, so that every business achieves and every community grows. Our mission is to be innovative and value-driven in supporting student success through developing and encouraging employees of all backgrounds on their journey toward achieving personal and professional growth.

Required Qualifications:
  • High school diploma or equivalent and four (4) years of customer service or related experience OR Associates degree and two (2) years of customer service or related experience OR Bachelors degree and one (1) year of customer service or related experience
  • Strong written and verbal communication skills with demonstrated experience interfacing with a variety of stakeholders
  • Strong organizational, planning and analytical skills
  • Strong computer skills, including Microsoft Word, Excel, Outlook, PowerPoint, SharePoint.
  • Demonstrated creativity and flexibility in all stages of event production
  • Ability to assume responsibility, exercise judgment and perform with a minimum of direct supervision.
  • Demonstrated interpersonal and relationship-building skills.
  • Willing and able to adjust weekly work schedule to attend and support events that occasionally require work outside of standard business hours or on weekends.
  • Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work
Desired Qualifications:

Posting Date: 06/03/2024

Closing Date:

Expected Start Date: 07/15/2024

Special Instructions Summary:

Pay Rate: $18.77/hour

Full-Time/Part-Time: Full Time

Location Grayslake

Total Hours Per Week: 40.00

Work Schedule:

Monday-Friday 8 am-4:30 pm, with flexible hours to allow for events occasionally held in early mornings, evenings or on weekends.

Software Testing Required: None

Interview Process Requirements: None

EEO Statement:

The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities.

Summary of Essential Functions:

Project & Process Management (50%)
  • Schedule and hold planning meetings for a variety of events; develop relationships with key representatives across the college to collaborate on event-related requests and logistics.
  • Create, maintain, follow and update event outlines, checklists for objectives to be achieved before, during and after events, and post-event summaries.
  • Collaborate with representatives on teams across the college to address event-specific needs, develop and communicate college-wide event guidelines, identify and prioritize employee engagement needs, and maximize opportunities for current and future programs and activities.
  • Conduct event-focused site visits to ensure logistics and production requirements are in place, and communicate needs with appropriate members of event planning teams.
  • Plan and coordinate run-throughs and practice sessions with key participants (guest speakers, employees, students), as needed.
  • Coordinate and schedule staff, guests or vendors (catering, facilities, videographer, photographer, AV, music, etc.) for events and engagement activities; solicit and evaluate proposals and quotes; ensure vendor obligations and commitments are met.
  • Provide details and timelines to guests, vendors, participants, attendees.
  • Document attendance and feedback on events and engagement activities.
Technology Support (25%)
  • Assist in developing, producing and distributing event-related materials (invitations, programs, posters, run-of-show lists, etc.).
  • Organize and maintain an internal calendar of annual and monthly college-wide events, board-related meetings and activities, employee and student engagement activities, and special events.
  • Manage and track expenses and purchases (venue, catering, entertainment, technology) and maintain event-specific budget spreadsheets in coordination and consultation with the Director, Communications & Engagement.
  • Process and maintain information, registration lists or databases as needed.
  • Create presentation materials, photo slides, internal Hub news posts, and event-specific materials as assigned.
Student/Customer Service (20%)
  • Attend monthly board meetings to support Presidents Office and Strategic Advancement team.
  • Conduct routine visits to all campuses to identify areas for streamlined messaging, to ensure community-facing materials and signage are up-to-date, and to showcase CLC branding.
  • Serve as a point of contact and organizational resource to field requests for assistance with internal and external events.
  • Work collaboratively with colleagues and community partners to provide event management and logistical support.
  • Coordinate staff and volunteers for events.
  • Inventory, order and track supplies for events and engagement activities, as well as maintain general hospitality supplies for the Presidents Office and Board Room. Assist with receiving materials and supplies and coordinate delivery to event locations.
Other (5%)
  • Participate in professional development opportunities and attend community- and student-focused events.
  • Participate in shared governance, committees or councils and support institutional collaborative efforts as assigned.
  • Perform other assigned duties in support of the mission and vision of the College of Lake County and departmental goals and priorities.
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