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Events Coordinator

3 months ago

Columbus, United States Columbus College of Art and Design Full time
Events Coordinator

CCAD's Auxiliary Services Department is seeking an Events Coordinator who enjoys fast-paced roles, can work independently with little supervision, is a critical thinker, and has the ability to multi-task to fill this role. The auxiliary services department is a highly collaborative and cohesive team, providing a wide range of high-quality services for our faculty, staff, and students. We are dedicated to our mission of being an agile, trusted, strategic partner who delivers sustainable services and solutions that contribute to CCAD's success through the attraction, retention and engagement of a talented creative, diverse and inclusive workforce and we would love for you to join our team

SUMMARY

Working closely with the AVP for Operations, the Auxiliary Services and Events Coordinator will plan and organize events according to client requirements and institutional policies and practices. This role will work closely with event staff including catering, audio visual and production staff and members of the Facilities and Safety and Security teams. They will serve as the primary contact and ensure smooth execution of assigned events and client/customer needs. Additionally, as part of the Auxiliary Services Team, the coordinator will be responsible for customer service intake and problem resolution for matters that include dining services, parking, copy/print/mail services, Ampersand Supply store, summer conference housing, and special projects. The Coordinator will be required to provide exemplary service to all internal and external customers and be viewed as a trusted, reliable resource.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

CCAD Event Coordination -
  • Collaborate with college department stakeholders to administer the intake process for all event requests and communicate with clients.
  • Facilitate planning and implementation of details and logistics for departmental events and assigned projects.
  • Meet with external & internal clients to discuss event specifications, timelines, communication cadence to create a "best-in-class" event experience.
  • Plan and organize events according to client requirements and college guidelines, including assistance with identifying the best space(s) on campus for hosting events based on functional needs, space layouts, and traffic patterns.
  • Monitor and oversee events from preparation and set-up through teardown.
  • Assist the AVP for Operations with managing the event calendar.
  • In consultation with AVP for Operations, document and update event guidelines, service level agreements and process documentation for events.
  • Willingness to work evenings and weekends as needed.
Auxiliary Services Program -
  • Collaborate with the AVP for Operations and stakeholders on the execution of the CCAD summer housing program, including providing onsite visibility during client registration and day to day assistance with client care. Responsibilities will require some weekend and after hour program registration, as needed.
  • Responsible for developing processes for internal catering requests to ensure client needs are met, quotes are provided, decisions are documented, and final client approval is obtained
  • Will work directly with the business office to provide end of month catering reports so internal users can be charged back for catering/dining requests. Maintain and manage relationships with Vending partners (currently Pepsico and AVI) to ensure customer complaints are resolved quickly, service outages are minimized,and data tracked and available for decision making.
  • In conjunction with retail staff, will conduct annual inventory of Retail store assets.
  • Responsible for providing backup coverage and performing duties in retail and mailroom operations.
  • Other duties as assigned.
SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.
  • Ability to work overtime when needed and work a flex schedule which will routinely include nights and weekends.
  • Exemplary customer service skills.
  • Ability to provide summary updates.
  • Detail-oriented with good time-management skills.
  • Exceptional communication skills and reliability.
  • Proficient working knowledge of Microsoft Office Suite or Google Suite
  • Ability to work well individually and in a group.
  • Strong interpersonal skills (written and verbal) necessary in order to communicate diplomatically and effectively with all constituents.
  • Ability to manage stress and high pressure situations.
  • Display sound judgment with an ability to support and explain reasoning for decisions; including appropriate people in the decision-making process; and ensure timely decisions are made.
  • Ability to speak effectively, present information and respond to questions from faculty, staff, and guests of CCAD and the general public.
EDUCATION and/or EXPERIENCE
  • Bachelor's degree in Business, Hospitality or a related field preferred; or equivalent of 3 years of event and administrative experience.
  • Minimum of two years of event planning experience.
  • Knowledge and experience managing both large scale events and small, intimate functions.
  • Experience in Higher Education environments is desired.
PHYSICAL DEMANDS
  • The employee is regularly required to sit and talk or hear.
  • The employee frequently is required to finger, handle, or feel and reach with hands and arms.
  • The employee is occasionally required to stand: walk: and stoop, kneel, crouch, or crawl.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
  • The employee is occasionally exposed to outside weather conditions.
  • The noise level in the work environment is usually quiet to moderate.
COMPENSATION: This position is full-time, Non-exempt. Compensation is commensurate on experience and qualifications. CCAD offers a benefits package including:
  • Vacation time
  • Competitive Salary
  • Health, dental, and vision insurance
  • Employee Assistance Program (EAP)
  • (3) free campus cafeteria meals
  • 403(b) plan with company contribution
  • Paid national holidays
  • (10) days paid time off for winter break.
  • free campus parking
  • Free admission to the Columbus Museum of Art (CMOA).
  • Training and professional development opportunities


HOW TO APPLY: Visit to submit your application. When asked to upload application materials, please submit a resume/CV and a cover letter. If you are applying from any website other than CCAD or Indeed, you will receive a follow up email 3 hours after your initial submission directing you to follow the link and complete your application. You must complete this two-step process, or your application will be considered INCOMPLETE.

About CCAD:

teaches a diverse undergraduate and graduate student body in the midst of a thriving creative community in Columbus, Ohio. Founded in 1879, CCAD is one of the oldest private, accredited, and nonprofit art and design colleges in the United States. CCAD offers 11 BFA programs in a variety of visual art and design disciplines, a Master of Fine Arts in Visual Arts, and a Master of Professional Studies in Retail Design that produce graduates equipped to shape culture and commerce at the highest level. At the core of CCAD is , one of Creative Collaboration, Intentional Inclusivity, and Proven Potential. Our of Respect, Positivity, Inspiration, and Accountability unite us. CCAD's works to help CCAD grow with intention into a more inclusive and equitable institution. Learn more at .

About Columbus:

As the 14th largest city in the country and the largest and fastest-growing city in Ohio, is collaborative, open, and dynamic. Between incredible arts and entertainment, exciting collegiate and professional sports, and a spectacular downtown riverfront of sprawling greenspace, Columbus has something for everyone. Here, you'll find all the culture and amenities you'd expect in a major city, with the friendly and approachable attitude of the Midwest. Franklin County, where Columbus is located, is the epicenter of the state's political, economic, and social presence and is home to 1.3 million residents with a median age of 34. Columbus is a top city for equality and was the recipient of a perfect score from the Human Rights Campaign in 2020. And central Ohio is serious about higher education: the is home to 52 college and university campuses, with 22,000 annual college graduates. Because CCAD is closely tied to the city's numerous art and design spaces and ever-expanding districts, you'll have plenty of places to experience creativity and showcase your own.

EEO Statement:

As an educational and cultural institution, a culture of equity and inclusion is not an add-on at CCAD, rather it is central to how we define creative excellence and the health of our institution. CCAD believes that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability. At CCAD, we are determined to foster an environment of inclusion and equity. CCAD is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.