Available Position: Facility Event Specialist

Department: Facilities

Reports to: Director of Facilities

FLSA Classification: Non-Exempt (Hourly)

Full/Part-time: Full-time (12 months)

Date Posted: March 18, 2024

Start Date: Immediately

About The Hockaday School:

The Hockaday School is an independent, college preparatory school for girls of strong potential and diverse backgrounds who may be expected to assume positions of responsibility and leadership in a rapidly changing world. With an enrollment of more than 1,100 students, The Hockaday School is the nation’s largest prekindergarten through grade 12 independent girls’ school. Ranked among the country’s finest college preparatory schools, it was founded over a century ago and continues today to build on its original Four Cornerstones: Character, Courtesy, Scholarship, and Athletics.

Hockaday’s faculty are recognized as experienced leaders in their field and students in every grade benefit from outstanding faculty and access to unmatched resources. Families who choose Hockaday care deeply about providing their daughters with a comprehensive and rigorous education, both inside and outside the classroom. Hockaday’s student body reflects the diversity that is deeply valued by the School.

Position Description:

The Hockaday School is seeking a Facility Event Specialist, who will be responsible for the set up and breakdown of events and meetings throughout the Hockaday campus. The Facility Event Specialist will also assist with managing classroom furniture, in addition to making sure each classroom has the required student desk and chairs per enrollment.

Essential Functions:

• Event Coordination and Planning: Collaborate with the Activities and Events Coordinator to develop detailed planning timelines for each event, ensuring all logistical aspects are addressed. Coordinate with internal departments to guarantee seamless event execution.
• Space Setup and Management: Arrange event spaces according to detailed requisitions, ensuring layouts meet the specific needs of each event. This includes the setup of tables, chairs, stages, and any other required furniture or equipment.
• Inventory Management: Maintain accurate records of event furniture and equipment inventory, conducting regular checks to identify needs for repair or replacement. Manage classroom furniture ensuring it meets the daily requirements of the school.
• Event Breakdown and Space Restoration: Efficiently break down event setups, restoring spaces to their original condition or preparing them for the next scheduled use, while adhering to safety and cleanliness standards.
• Record Keeping and Reporting: Keep detailed records of event specifications, execution details, and feedback. Generate reports post-event that include analysis on outcomes and recommendations for future events, fostering a culture of open communication and continuous improvement.
• Compliance and Sustainability: Ensure events are planned and executed in compliance with health, safety, and environmental regulations, incorporating sustainable practices wherever possible.
• Problem-Solving and Flexibility: Demonstrate the ability to quickly adapt to changes, address unforeseen challenges, and provide solutions to ensure the smooth running of events.
• Technology Proficiency: Exhibit skills in using event management software, as well as proficiency in basic technology tasks to enhance the efficiency and impact of events.
• Other Assigned Duties: Perform additional tasks as needed, showing flexibility and a willingness to contribute to the team's success in various capacities.

Qualifications/Experience:

• Education -High School Diploma
• 1 year of experience
• Basic understanding and ability to use computers and technology including Microsoft Windows and Office products, basic office equipment
• Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, co-workers, parents, alumnae, volunteers, trustees, and the public
• Adaptability, honesty, self-reliance, teamwork, dependability, flexibility, willingness to listen and learn, work ethic, determination, persistence, problem-solving skills, loyalty, and congeniality are essential
• Must have the ability to work in a school environment through satisfactory completion of all legally required and School-required background and screening checks and verifications, including criminal and sex offender background checks.

Training:

• Participate in all requisite School trainings prior to the start of the school and throughout the School year.
• Attend required staff development and training sessions throughout the year
• Attend periodic in-service meetings
• Acknowledge receipt of the current Employee Handbook and are responsible for reviewing the contents and abiding by rules, policies and procedures stated in the Handbook or otherwise by the School
• Abide by Hockaday’s Code of Ethics and Conduct
• Commit to the ideals expressed in Hockaday’s Tenets of Staff Excellence

Physical Requirements and Work Environment:

• Regularly works in standard office or classroom conditions and climate,
• Frequently works outdoors in varying weather conditions and climate
• Regularly uses close and distance vision, including working at a computer screen for extended periods of time
• Movement frequently required to move around the office/classroom; frequently moves around campus, ascends ladders, etc.
• Ability to frequently move items weighing up to 30/50 lbs. across the campus/classroom/office
• Sometimes works in a occasionally stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions
• Ability to frequently work flexible hours to support before and after-school or weekend events
• Ability to maintain appropriate boundaries with students, fellow staff and community members

Limitations and Disclaimer:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. This job description reflects administration’s assignment of essential functions; and nothing in this herein restricts the administration’s right to assign or reassign duties and responsibilities to this job at any time.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

Application Requirements:

Qualified candidates should complete an online application for employment under How To Apply at https://www.hockaday.org/about/employment and attach a cover letter and résumé. You will receive an email confirming receipt of your application and additional details to complete the application process. Contact recruitment@hockaday.org with any questions.

The Hockaday School is an equal opportunity employer. It is our policy not to discriminate, and to comply with all applicable state and federal laws prohibiting discrimination in employment based on race, color, sex, sexual orientation, creed, religion, national origin, ethnicity, age, disability, veteran status, or other applicable protected classification.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person