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(Temporary/Seasonal) Part-Time Venue Coordinator

2 months ago

Asheville, United States The UNC System Office Full time
**Join Our Team as a Part-Time Seasonal Venue Coordinator(s)**

At The North Carolina Arboretum, every event is a unique celebration of nature and community. We're looking for a dynamic Venue Coordinator to help create unforgettable experiences for our guests. If you thrive in a vibrant, supportive environment and have a knack for organizing and facilitating events, this is the perfect opportunity for you. Dive into a role where you can combine your love for the outdoors with your passion for event planning, all while being part of a team dedicated to making our garden and facilities a welcoming haven for all.

We are currently seeking Part-Time Seasonal Venue Coordinator(s). Depending on facility rental and event scheduling, this role will will perform a variety of wedding and event support duties such as onsite coordination of event set up, enforcement of TNCA event policies and procedures, assisting client and vendors, attending to bridal needs, supervision of alcoholic beverage service, event breakdown. This is a perfect role for someone who has experience with events, is organized, a thoughtful communicator and may be looking for a part-time supplemental gig.

Considered seasonal because we do operate within a garden setting, we estimate that assistance will be needed from 15 to 25 hours each week. However, this role can continue through our Winter Lights show as we make magic happen through the winter season using lights and outdoor elements. Winter Lights runs from November 15 through December 31. This position can also be broken up between several part-time job seekers or one coordinator. We are flexible Pay is $18 to $20 per hour.

The position will also assist the Events Supervisor in collaboration with a planning team in managing special events at the Arboretum, including but not limited to plant shows, member events and Winter Lights at The North Carolina Arboretum. This effort will involve communicating with vendors, customers and staff to determine and document set-up requirements, coordinate with entertainers and caterers where applicable, and help to assign duties to events management personnel.

Venue Coordination often means:

* Preparing the venue: Ensuring the venue is clean, well-maintained, and in good working order
* Setting up: Setting up tables and chairs, ceremony chairs, and reception tables
* Managing the layout: Assisting with floor plans and room flips
* Catering: Formalizing catering needs and handling on-site catering
* Vendors: Providing a preferred list of vendors, scheduling site visits, and directing vendor unloading
* Timeline: Assisting with creating a timeline and confirming it with the event coordinator
* Guests: Managing guest arrival and parking
* End of event: Removing guest, vendor, and personal items
* Other: Handling issues with lights, electricity, kitchen equipment, and garbage
* Policies: Enforcing venue policies during the event

Knowledge, Skills and Abilities Required:

* Communication: Must have excellent and courteous written and verbal communication skills for interaction with both internal and external publics. Ability to screen and direct clients and visitors to the appropriate source, inform the public about services, processes, procedures and guidelines. This position will need to follow both written and oral instructions.
* Customer Service: This position will require strong customer service skills including a solid knowledge of event procedures, attentiveness to customer feedback and the ability to use positive language. This role will schedule adequate staffing and setup to ensure successful event delivery while representing the Arboretum and its mission.
* Office Technology: This position utilizes a variety of equipment and office systems (i.e. telephone, computer with standard software, Google products such as calendar and docs, fax, copier, etc.) and will require a strong administration foundation.
* Work Management: Ability to coordinate tasks and establish priorities in response to workflow, be detail-oriented and have a high level of organization. Must be able to manage multiple projects with accuracy and exhibit stellar time management skills. * This position will carry out plans and duties as assigned by the Events Coordinators.

To successfully support indoor and outdoor events and rentals, this staff member must be able to work out doors under a variety of temperature and weather conditions, and will spend extended periods of time standing, walking and sitting. Moderate lifting will be employed to assist with positioning furniture, supplies and equipment. Weekend availability is necessary.

Primary Purpose of the Organizational Unit
The North Carolina Arboretum is a 434 acre public garden affiliated with the University of North Carolina featuring indoor and outdoor exhibits, educational activities, and plant-centered research and economic development programs.The North Carolina Arboretum Society is a 501 (c)(3) nonprofit corporation that supports the Arboretum's mission of cultivating connections between people and plants through the membership program, individual and corporate giving programs, retail operations, sponsored research activities and fee-based educational program and exhibits and green events. The Guest Service & Experiences department of the North Carolina Arboretum oversees design, exhibits, retail sales, and events management.

Minimum Education, Experience, and Skills
This position requires weekend and some evening availability.

Preferred Education, Experience, and Skills
Preferred qualifications are a four-year degree in a related field and one year of event experience or an equivalent combination of education and experience.

Competencies
Communication: Must have excellent and courteous written and verbal communication skills for interaction with both internal and external publics. Ability to screen and direct clients and visitors to the appropriate source, inform the public about services, processes, procedures and guidelines. This position will need to follow both written and oral instructions.Customer Service: This position will require strong customer service skills including a solid knowledge of event procedures, attentiveness to customer feedback and the ability to use positive language. This role will schedule adequate staffing and setup to ensure successful event delivery while representing the Arboretum and its mission.Office Technology: This position utilizes a variety of equipment and office systems (i.e. telephone, computer with standard software, Google products such as calendar and docs, fax, copier, etc.) and will require a strong administration foundation.Work Management: Ability to coordinate tasks and establish priorities in response to workflow, be detail-oriented and have a high level of organization. Must be able to manage multiple projects with accuracy and exhibit stellar time management skills. This position will carry out plans and duties as assigned by the Events Coordinators.
  • Classification: (Temporary/Seasonal) Part-Time Venue Coordinato
  • Position Competency Level:
  • Position Number: UNCSO-ATNCA3
  • Employment Type: Hourly
  • Appointment Type: Temporary
  • Full-Time/Part-Time: Part-Time
  • Recruitment Salary Range:
  • Location: 100 Fredrick Law Olmsted Way, Asheville, NC 28806 USA
  • Posting Open Date: 8/6/2024
  • Posting Close Date: 8/19/2024
  • Posting Number: req478

EEO
The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is a VEVRAA Federal Contractor.

To claim veteran's preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, along with a State Application for Employment (Form PD-107 or equivalent) to the appointing authority.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

EEO Contact Information
Applicants needing assistance with the application process are asked to contact: ophiring@northcarolina.edu