Events Facilitator

3 weeks ago

Hanover, United States Dartmouth College Full time

**Position Purpose**
- Advises and collaborates with colleagues across the institution and members of the community to facilitate and coordinate high quality support for events and programs. Performs administrative functions as required.**Description**

**Required Qualifications - Education and Yrs Exp**
- Associates plus 2-3 years' experience or equivalent combination of education and experience**Required Qualifications - Skills, Knowledge and Abilities**
- Associates degree or equivalent combination of education and experience.
- Three or more years of events facilitating experience, customer service, public relations or the equivalent.
- Excellent administrative, communication, and interpersonal skills.
- Ability and desire to be a team player in a fast-paced customer service environment.
- Ability to work independently with good organizational and time management skills
- Strong problem-solving skills with an attention to detail.
- Ability to maintain confidentiality and respond appropriately to sensitive issues.
- Ability to respond to pressures, deadlines, and changes in priorities/schedules.
- Demonstrated skills in word processing, spreadsheets, and databases.

**Preferred Qualifications**
- Experience in bookkeeping or billing.

**Department Contact for Recruitment Inquiries**
- Cindy Hodgdon Welch**Department Contact Phone Number**
- 603-646-3925**Department Contact for Cover Letter and Title**
- Cindy Hodgdon Welch, Associate Director of Advancement Business Operations**Department Contact's Phone Number**
- 603-646-3925**Equal Opportunity Employer**
- Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.**Background Check**
- Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.**Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?**
- Preferred, but not required**Special Instructions to Applicants**

**Additional Instructions**
- This position does not offer visa sponsorship.- Key Accountabilities

**Description**
- Maintains, updates, and manages departmentally used software, including central scheduling systems, event calendars, Facilities Operations & Management database and work order systems.
- Processes event set-up requirements through Facilities Operations & Management database and work order systems, including scheduling set-up and breakdown times, equipment deliveries, storage, and services provided by Classroom Technology Services and Facilities Operations and Management teams.
- Coordinates services with local law enforcement and campus resources, including Safety and Security.
- Monitors academic, fiscal, and event calendars to inform staff of upcoming deadlines, and approves town permits for outdoor events.
- Estimates costs for services by campus partners and follows up on customer inquiries regarding charges as needed. Compiles invoices, processes deposits and journal entries, and reconciles statements while maintaining complete files on events and contracts.

**Percentage Of Time**
- 50**Description**
- Assesses event needs of clients (internal and external) and guides the event planning process, including venue selection, schedule, estimates, policies, and institutional support services.
- Using judgment to anticipate program conflicts, utilizes central scheduling systems to reserve space while ensuring the best use of time, facilities, and audience exposure.
- Advises clients on setups and room modifications that include furniture and equipment options; alternate locations for rain, overflow, and remote viewing; venue policies; institutional and town regulations; and catering and rental fees.
- Arranges onsite consultation and follow up for clients with the Events Coordinator and provides timely troubleshooting resolution.
- Advises Director on space usage policies and participates in planning meetings as needed.

**Percentage Of Time**
- 45**-**
- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.**-**
- Performs other duties as assigned. - 5%

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