Event Management Specialist

7 days ago

Columbus, Ohio, United States Columbus College of Art and Design Full time
Event Management Specialist

The Auxiliary Services Department at Columbus College of Art and Design is in search of an Event Management Specialist who thrives in dynamic environments, possesses strong independent working capabilities, and demonstrates critical thinking skills. This role is essential within a collaborative team that delivers a broad spectrum of high-quality services tailored for faculty, staff, and students. Our commitment is to act as a reliable, strategic partner, providing sustainable services that enhance CCAD's mission through the attraction and engagement of a diverse and talented workforce. We invite you to consider joining our dedicated team.

POSITION OVERVIEW

In collaboration with the AVP for Operations, the Event Management Specialist will oversee the planning and execution of events in alignment with client specifications and institutional guidelines. This position requires close interaction with event personnel, including catering, audiovisual, and production teams, as well as Facilities and Safety and Security departments. The Specialist will act as the primary liaison to ensure the seamless delivery of events and address client needs effectively. Furthermore, as part of the Auxiliary Services Team, this role will handle customer service inquiries and resolve issues related to dining services, parking, and other auxiliary functions. Exceptional service to all customers is paramount, establishing the Specialist as a trusted resource.

KEY RESPONSIBILITIES include but are not limited to:

Event Coordination -
  • Engage with college departments to manage the event request intake process and maintain communication with clients.
  • Coordinate the planning and execution of logistics for departmental events and designated projects.
  • Meet with clients to clarify event details, timelines, and communication strategies to ensure an outstanding event experience.
  • Organize events in accordance with client needs and institutional policies, including identifying suitable venues on campus based on functional requirements.
  • Oversee all aspects of events from setup to breakdown.
  • Assist the AVP for Operations in managing the event scheduling calendar.
  • In collaboration with the AVP for Operations, document and refine event guidelines and service agreements.
  • Availability to work evenings and weekends as necessary.
Auxiliary Services Management -
  • Partner with the AVP for Operations to execute the summer housing program, providing on-site support during client registration and ongoing assistance.
  • Develop processes for internal catering requests to ensure client satisfaction and proper documentation of decisions.
  • Collaborate with the business office to generate monthly catering reports for internal billing purposes.
  • Maintain relationships with vending partners to swiftly address customer complaints and minimize service disruptions.
  • Conduct annual inventory assessments of retail store assets in conjunction with retail staff.
  • Provide backup support for retail and mailroom operations as needed.
  • Other responsibilities as assigned.
SUPERVISORY ROLE

This position does not entail supervisory responsibilities.

QUALIFICATIONS

To excel in this role, candidates must demonstrate the ability to fulfill each essential duty effectively. The following qualifications are required:
  • Willingness to work overtime and a flexible schedule, including nights and weekends.
  • Outstanding customer service abilities.
  • Capability to provide concise updates.
  • Detail-oriented with strong time management skills.
  • Excellent communication skills and dependability.
  • Proficient in Microsoft Office Suite or Google Suite.
  • Able to work both independently and collaboratively.
  • Strong interpersonal skills for effective communication with all stakeholders.
  • Ability to manage stress and perform well under pressure.
  • Sound judgment and decision-making skills.
  • Effective presentation and communication skills to engage with faculty, staff, and guests.
EDUCATION and EXPERIENCE
  • A Bachelor's degree in Business, Hospitality, or a related field is preferred; or a minimum of three years of event and administrative experience.
  • At least two years of experience in event planning.
  • Experience managing both large-scale and intimate events.
  • Background in higher education settings is advantageous.
PHYSICAL REQUIREMENTS
  • Regularly required to sit and communicate effectively.
  • Frequently required to use hands for tasks and reach with arms.
  • Occasionally required to stand, walk, and perform physical activities.
  • Must be able to lift and/or move up to 25 pounds.
  • Specific vision abilities required include close and distance vision, color vision, and depth perception.
WORK ENVIRONMENT
  • Occasional exposure to outdoor weather conditions.
  • Noise levels in the work environment typically range from quiet to moderate.
COMPENSATION: This is a full-time, non-exempt position. Compensation will be based on experience and qualifications. CCAD offers a comprehensive benefits package, including:
  • Vacation time
  • Competitive salary
  • Health, dental, and vision insurance
  • Employee Assistance Program (EAP)
  • Free meals at the campus cafeteria
  • 403(b) retirement plan with employer contributions
  • Paid national holidays
  • Paid time off during winter break
  • Complimentary campus parking
  • Free admission to local cultural institutions
  • Opportunities for training and professional development
APPLICATION PROCESS: Interested candidates should submit their application materials as directed. Ensure that your application is complete to be considered for this position.

About Columbus College of Art and Design:

CCAD is dedicated to educating a diverse student body within a vibrant creative community. Established in 1879, CCAD is one of the oldest private, accredited art and design colleges in the United States, offering a variety of undergraduate and graduate programs that prepare graduates to excel in the creative industries. Our core values include Creative Collaboration, Intentional Inclusivity, and Proven Potential, fostering an environment that supports academic excellence and diversity.

About Columbus:

Columbus is a thriving city known for its rich cultural scene, dynamic arts, and educational opportunities. As the largest city in Ohio, it offers a blend of urban amenities and a welcoming community atmosphere. With numerous colleges and universities, Columbus is a hub for higher education and innovation, making it an ideal location for those seeking to engage in a vibrant cultural landscape.

EEO Statement:

CCAD is committed to fostering a culture of equity and inclusion, recognizing that a diverse campus is essential to academic excellence. We encourage applications from individuals who will contribute to our diverse community.

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