Facilities Use/Events Specialist

Website Bristol Community College

Facilities Use/Events Specialist

 

Category:

 

Professional

 

Department: Administration and Finance-Facilities

 

Locations: Fall River, MA

 

Posted: Nov 3, 2022

 

Closes: Open Until Filled

 

Type: Full Time

 

Position ID: 155402

 

About Bristol Community College:

 

Bristol Community College is a public community college accredited by the New England Commission of Higher Education (NECHE) and annually serves more than 11,000 credit students and 18,000 students who participate in noncredit activities. Bristol has core values rooted in collaboration, communication, inclusion, innovation, respect and student success. For more than 50 years, Bristol has served as a leading resource for education and economic development in the region. Bristol offers a rich variety of degree, certificate, and training programs along with flexible online offerings that lead to an associate degree, a career-ready certificate, or the ability to transfer to baccalaureate colleges throughout the state and country. Bristol’s Business Solutions & Partnerships area provides customized training for businesses and the community. The college also strives to put the needs of learners first with support services and career advancement opportunities that lead to student success by reducing barriers to educational access.

 

With locations in Attleboro, Fall River, New Bedford, and Taunton, Bristol Community College is nestled in charming Southeastern Massachusetts. Each location has something unique to offer – from great restaurants in the city center of Attleboro, museums and history in downtown New Bedford, to the beautiful suburban landscape at the Fall River campus and the array of shopping and dining options in Taunton. From city life to seaside, Bristol Community College locations are in close proximity to bustling metro areas such as Boston and Providence, and centrally located to the spectacular beaches and coastline of Cape Cod, Newport, Nantucket, Martha’s Vineyard and Block Island.

 

https://www.bristolcc.edu

 

Bristol Community College is an Equal Opportunity and Affirmative Action Employer. We value diversity and equity, and are committed to creating an all-inclusive community free from discrimination and harassment. Bristol believes that diversity, equity and inclusion among our community members is imperative to the success of our mission to serve our students well, and is the mainstay of our values.

 

MISSION

 

Bristol Community College provides an accessible, innovative and inclusive education that prepares students to navigate and succeed in our ever-changing world.

 

VISION

 

Advancing a vibrant, diverse community through education, learner by learner.

 

Job Description:

 

POSITION TITLE: Facilities Use/Events Specialist

 

DEPARTMENT: Administration and Finance

 

PRIMARY LOCATION: Fall River, with occasional required travel to other Bristol locations.

 

REPORTS TO: Associate Vice President, Administration and Facilities

 

STATEMENT OF DUTIES:

 

The Facilities Use/Events Specialist is responsible for managing the college’s centralized events and facilities usage. They are responsible for duties such as, but not limited to, scheduling and approving facility use requests for meetings and events for college and community groups; participating in the planning process for all-college events, including Commencement; preparation of financial and contractual documents related to the use of college facilities for all events that require services, overtime personnel, space use fee, and signage. The Facilities Use/Events Specialist also coordinates logistics for events that require audio visual, equipment, furnishings, catering, and managing vendors. The Facilities Use/Events Specialist provides on-site event management and support. Work hours are typically Monday through Friday during standard business hours, with occasional nights and/or weekend attendance at events to ensure appropriate set up.

 

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

 

• Oversee facility usage for meetings and events for internal college and/or external community groups, including large scale events such as Commencement.

• Manage venue scheduling, including but not limited to: developing strategies around scheduling, reviewing reservation requests, and assessing calendar conflicts and venue usage.

• Utilize and maintain venue reservation system/database, such as Event Management System (EMS) or similar software.

• Inspect event facilities to ensure they conform to specific event needs; create specialized floor plans and coordinate event setup/take down.

• Build and maintain relationships with internal and external partners to ensure successful events.

• Create work orders detailing specifics of events and coordinate with appropriate departments and senior staff to ensure appropriate awareness and support.

• Create and print wayfinding signage for events.

• Maintain contact with clients to discuss all logistical details of event.

• Provide clients with necessary information and details to request appropriate services and equipment for their event, such as but not limited to audio visual, room set-up, food and beverage, and/or signage.

• As applicable, assist clients with special needs/requests by making arrangements with appropriate external vendors (e.g. flowers, decorations).

• Demonstrate a sense of professionalism and consistently reflect Bristol’s core values while interacting with members of the Bristol community.

• Focus on the Commonwealth’s Equity Agenda by applying related best practices throughout all job functions.

• Perform other duties as assigned.

 

Requirements:

 

EDUCATION AND EXPERIENCE

 

REQUIRED QUALIFICATIONS:

 

NOTE: Unless otherwise noted, all required qualifications must be met by date of hire.

 

• Minimum of an Associate degree or equivalent.

• Minimum of one (1) year of related experience.

• Demonstrated experience coordinating/planning events, including small and large in-person, virtual and/or hybrid events.

• Demonstrated proficiency with Microsoft Office 365 applications and event management software, such as Event Management System (EMS).

• Demonstrated understanding of Adobe and Google application suites, or similar platforms.

• Excellent interpersonal, written, and verbal communication skills, including customer service skills.

• Excellent organizational skills and attention to detail.

• Reliable transportation in order to travel to and from meetings, trainings, or campus and community locations as required.

• Demonstrated ability to:

 

• Exercise significant independent judgment.

• Solve problems in a collaborative team environment.

• Balance and prioritize goals and deadlines in a fast-paced environment.

• Manage multiple responsibilities and projects; including taking initiative and prioritizing competing tasks.

• Work occasional nights and/or weekends.

• Work effectively with a diverse student body, faculty, staff and external community.

 

• COVID-19 Vaccination Requirement: As of January 2022, candidates for employment should be aware that Community College students, faculty, and staff are required to be fully vaccinated. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.

 

PREFERRED QUALIFICATIONS:

 

• Minimum of a Bachelor’s degree.

• Minimum of five years of related experience.

• Demonstrated work experience in education, with a preference for event planning experience in higher education.

• Experience with use and troubleshooting of A/V systems and office equipment (copiers, printers, computers).

• Ability to communicate in a language in addition to English.

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

 

The employee must meet the physical demands and work environment of the position. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of the job.

 

Additional Information:

 

POSITION STATUS: This is a full-time, non-unit position with benefits, some nights and weekends required.

 

SALARY: Hiring salary $55,000 – $65,000, commensurate with education and experience.

 

Application Instructions:

 

TO APPLY: Please complete our online application by clicking on the “Apply” button. The position will be open to applicants until filled. Review of applications will begin 10 calendar days from the posting date.

 

REQUIREMENTS TO COMPLETE APPLICATION PROCESS:

 

1) A completed Bristol Community College Employment Application.

 

2) A current resume/curriculum vitae.

 

3) A cover letter that demonstrates how your skills and experience meet the desired and required qualifications of the position (not limited in length).

 

All candidates must have legal authorization to work in the United States. Bristol Community College is an institution that does not sponsor work authorization.

 

A pre-employment criminal background check will be conducted for all positions.

 

The college will independently verify education credentials as provided on the application. For certain positions that require a college degree, the hired candidate must supply official transcripts upon hire. Transcripts must include your name and degrees conferred.

 

Bristol Community College is an http://www.bristolcc.edu/about/policiesdisclosureslegalstatements/consumerpolicies/equalopportunitynon-discriminationnotice/. We value diversity and equity, and are committed to creating an all-inclusive community free from discrimination and harassment. Bristol believes that diversity, equity and inclusion among our community members is imperative to the success of our mission to serve our students well, and is the mainstay of our values.

 

To apply, visit https://apptrkr.com/3602857

 

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