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Events Coordinator (00002)

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Brightpoint Community College

Location: Chester, Virginia
Category: Conference And Events Administration
Date Posted: October 1, 2024
Application Deadline: Open until filled

Job Description

Working Title

Events Coordinator (00002)

Role Title

Program Administrative Specialist II

Role Code

19212-SW

FLSA

Exempt

Pay Band

05

Position Number

29000002

Agency

Brightpoint Community College

Division

Brightpoint Community College (Div)

Work Location

Chesterfield - 041

Hiring Range

Commensurate with qualifications and experience

Emergency/Essential Personnel

No

EEO Category

B-Professional

Full Time or Part Time

Full Time

Does this position have telework options? -Telework options are subject to change based on business needs-

Does this position have a bilingual or multilingual skill requirement or preference?

Work Schedule

Monday-Friday, 8am-5pm and as needed.

Sensitive Position

No

Job Description

Brightpoint Community College is a two-year public institution of higher education and is the third largest of Virginias 23 community colleges. The college is located within the Greater Richmond metropolitan area. It serves students and the community at its two campuses, in Chester and Midlothian; online; and in locations throughout its service area. Brightpoint Community Colleges mission is to provide quality educational opportunities that inspire student success and community vitality. It envisions a success story for every student.

Reporting to the vice president of operations, the events coordinator is the colleges primary point of contact for internal groups who want to reserve space for meetings or who want to hold events/activities in support of the colleges mission and for external groups who request use of college facilities for meetings and events. This position implements college-wide event and facility-use policies and procedures and maintains the college-wide event scheduling platform. This position will play a significant role in the transition from the existing manual spreadsheet-based scheduling process to an automated scheduling system in 2025.

Duties will include but are not limited to:

Responds to all inquiries about use of college facilities for meetings, events and rentals, to include confirming availability, alternative solutions for conflicts, denials, etc.
Leads coordinated review of requests to determine whether resources are available prior to approval and scheduling of meeting or event.
Reviews event requests for potential collaboration opportunities between internal departments/divisions planning similar events.
Collaborates with Facilities, Housekeeping, Information Technology and other departments to assess and continuously improve systems, processes, and technology and to ensure necessary resources are in place for events.
Routinely inspects facilities, furnishings and equipment to ensure all is serviceable, in good repair, and functional.
Establishes and updates effective policies, procedures, strategies and training for college-wide event scheduling and management.
Maintains Office of Events web pages (internal and external) including updating event policies, procedures, calendars, request forms, rental rates and facility rental contracts.
Serves as the point of contact for all external inquiries about use of college facilities, and is responsible for follow-up activities, including, but not limited to:

o Responding to all external facility rental inquiries.

o Providing site visits for potential rental clients.

o Providing pricing quotes and draft rental contracts.

o Ensuring necessary supports and resources are in place during rentals

o Being on site during rentals, including nights and weekends, to answer questions and resolve any issues.

o Inspecting the facilities before and after rentals for damage.

o Coordinating facility rental billing with the Business Office at the conclusion of the rental.

o Tracking and reporting on college-wide rental revenues.

Provide excellent customer service to internal and external stakeholders.

(*first review of applications will occur on October 14, 2024)

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

Certified Meeting Professional (CMP) certification preferred.
Proven experience in event/conference management, preferably in a collegiate setting.
Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
Excellent communication and interpersonal skills.
Familiarization with ADA, fire code, and egress requirements.
Experience in a high-profile, fast-paced work environment.
Successful completion and passing of a criminal background check will be required.

Additional Considerations

Bachelors degree preferred in events management, business administration or related field.

Operation of a State Vehicle

No

Supervises Employees

No

Required Travel

As required.

Posting Detail Information

Posting Number

CLS_3335P

Recruitment Type

Agency Employee Only - E

Number of Vacancies

1

Position End Date (if temporary)

Job Open Date

09/30/2024

Job Close Date

10/31/2024

Open Until Filled

Yes

Agency Website

brightpoint.edu

Contact Name

Cherie Watts

Email

Phone Number

804 594-1417

Special Instructions to Applicants

All full-time classified employees new to the Commonwealth of Virginia will serve a 12-month probationary period.

In support of the Commonwealths commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealths Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link:

Additional Information

Brightpoint Community College embraces a culture of diversity and inclusion that empowers anyone from anywhere to be successful in their academic and professional pursuits. We strive to provide an environment that is enriching to all by understanding and appreciating our dimensions of diversity, becoming global citizens, and welcoming new ways of engaging the unique contributions of all people.

Background Check Statement Disclaimer

The selected candidates offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealths Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement

The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.

ADA Statement

The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

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