Events Coordinator

Title: Events Coordinator

Position Summary

The Events Coordinator is responsible for coordinating the successful implementation of non-classroom related events for internal stakeholders and external clients across all Nashville State Community College locations, serving as the turn-key liaison for managing both internal and external client relationships as it pertains to scheduling and coordinating events hosted on all of the College’s seven campuses.

Essential Job Functions/Job Duties And Responsibilities

Coordinate and plan events, including working with potential clients to seek all applicable event details, conduct facility walk-throughs with clients as needed, communicate event information to college staff and campus partners, ensure event details are executed according to client contracts and college policies, ensure the College is represented well in the community and serve as manager on duty for assigned campus events. Manage and oversee operational and relational leadership to foster growth, address functional/operational issues and ensure equitable scheduling to ensure successful event execution in college spaces. Oversee the event management reservation process, ensuring that events are reviewed, approved and updated in a timely and comprehensive manner. This includes ensuring that rooms are correctly reserved in College systems, that updates to event needs are communicated to supporting departments and that all approvals, revisions or non-approvals are communicated to clients.

Secure event contracts and related documents, including lease agreements, usage policies, expense estimates, certificates of insurance and deposit payments. Coordinate and schedule campus support services, including facilities, maintenance, security, technical services and communications and marketing as required. Manage and maintain client accounts and database, including maintaining accurate billing information for each event, assisting with vendor invoice verification and coordinating with facilities to ensure client invoices are received and paid.

Assist in the development and distribution of directional signage for client events, including conducting accurate research and concisely summarizing information to facilitate the process. Manage inventory of college event resources such as, but not limited to, tablecloths, event signage, food and beverage supplies. Review existing event management processes and systems and advise on how to build a more efficient event management system, including developing a process to regularly evaluate the event management process to support continuous process improvement. Train college staff on use of the event management system.

Required Qualifications

Associate’s degree

Two years' experience in arena, theater, convention center or hospitality operations

Must be familiar with event life-cycle from booking to post-even wrap up, including the demonstrated ability to answer inquiries about available dates, estimate client expenses, explain usage policies, contract the event and fully direct the needs of the event with regard to production, technical support, facilities support, etc.

Preferred Qualifications

Bachelor’s degree, preferably in hospitality or business management

Room-scheduling or event management software experience

Project management experience

Experience managing diverse venues and types of events for 25 to 3000 people

Demonstrated experience collaborating with multiple teams to successfully execute events

Knowledge, Skills And Abilities

Excellent oral and written communication skills, including the ability to effectively communicate via email and represent the college in a professional manner. High degree of self-motivation and organizational skills. Ability to effectively manage multiple projects simultaneously. Ability to improve processes and gain efficiencies. Highly developed interpersonal skills, including the ability to work effectively with others to achieve common goals and act as a team player. Ability to remain calm and think analytically when confronted with unexpected situations. Basic knowledge of OSHA regulations and crowd control requirements. Proficient Microsoft Office skills, including the ability to create and maintain spreadsheet data in Excel and to use Word for correspondence and contract documents. Ability to balance client needs with Nashville State’s existing resources and internal needs.

Open Until Filled: Yes

Rate of Pay: $43,453.00 - $54,316.00 depending on experience

Special Instructions to Applicants: Unofficial transcripts are acceptable for the application process. Official transcripts are required upon hire. Applicants may be subject to a background check.

Nashville State offers flexible work arrangements for positions that qualify.