JOB
The Coordinator, Conferences and Events plans and oversees the arrangements and execution of various conference center events at the J.E. Broyhill Civic Center (JEBCC). The employee is also tasked with growing and developing the business/community rentals program; performing a variety of responsible and confidential administrative, secretarial and clerical duties; and providing information and assistance to faculty, staff, students and the public.
EXAMPLE OF DUTIES
Essential and other responsibilities and duties may include, but are not limited to, the following: Essential Functions: Gather and provide all dates and documents for contracts at the conference center including contract, usage procedures, set-ups, and any other required documentation to the Coordinator, Administrative Services for contract execution and payment processing.Meet with prospective customers to provide tours, discuss services and to customize each event. Serve as the onsite point of contact during conference center events, addressing any requests and needs. Coordinate catering requests with JEBCC Catering staff and room utilization, service areas, technical and set-up information with appropriate civic center staff. Ensure all conference center areas required by customers are prepared and presented as contracted.Supervise and assist as needed with set-up, breakdown and clean-up for events. Ensure pre-event walk-throughs and post-event security checks are completed at each event.Collect all conference center related invoice/receipts and forward all billing information to Coordinator, Administrative Services.Screen office and telephone calls; respond to requests for information from the general public and sensitive complaints from students, faculty and staff in a courteous manner; resolve concerns and complaints; refer inquiries as appropriate. Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.Serve as primary back-up for the Service Coordinator, JEBCC Catering Group.Provide information for social media sites & website updates to appropriate JEBCC staff. Marginal Functions: Create a list of potential conference center renters, businesses, conferences, etc. and develop relationships; participate in community activities to network; grow business/conference rentals.Contact the public and outside agencies in acquiring and providing information and making referrals.Create client satisfaction surveys and compile results into relevant reports independently and, when appropriate, in conjunction with performing arts and/or catering.Recommend performance improvements, policies and procedures for the conference center.Participate in professional development activities and required employee training. Open and close facilities, as needed. Assists in box office and/or concession areas at Civic Center, as needed.May serve as a notary public and notarize documents, as requested.Perform other duties as assigned.This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.
SUPPLEMENTAL INFORMATION
Experience: Minimum one year of prior secretarial or administrative experience and proficiency in Microsoft Office (Excel and Word) required.One year of increasingly responsible experience arranging, coordinating, implementing and promoting a variety of conference center events, or equivalent experience is preferred. Training: An Associate Degree in hospitality, marketing, business administration or a related field is required.A High school diploma and minimum of five years’ related experience may be considered in lieu of an Associate Degree. Notary Public Certification, or ability to complete certification within six months is required.