College Events and Scheduling Coordinator

Basic Function and Responsibility:

Leads the planning, logistical coordination, and execution for identified College-wide events and provides event planning consultation for department level events. Facilitates external constituents' use of campus facilities for agreed non-revenue and co-sponsored events. Manages the room booking process for all continuing education activities, including Adult and Continuing Education, student clubs, and faculty events, working with appropriate areas to schedule department-controlled space reservations as needed (i.e. athletics, Performing Arts Center, and others). Researches and proposes vendor services and contract details. Strong partner with faculty, staff, students, vendors, and the community. Primarily works on Oakton's campuses to serve as a consultant to internal and external constituents regarding event planning and logistics, and to manage Oakton College-branded item loaner program.

Characteristic Duties and Responsibilities:

• Coordinates and manages identified College events with college staff, vendors, and contractors. Responsible for tasks including scheduling, cost estimating, obtaining required equipment and supplies, establishing and understanding timelines, catering, accessibility needs, and facility requirements. Leads collaboration and coordination with Facilities, Media Services, Food Service, and other partners to ensure accurate and professional setup and logistical flow of current and future events, including notification to impacted areas throughout the College and the College Police Department.
• Lead user of scheduling software to maintain a of record for all room utilization on College facilities. Controls reservation process based on established priorities and guidelines in conjunction and coordination with functional and area campus partners. Also utilizes event setup software and catering management interface to help clients visualize the space and finalize logistical details.
• With information from and in partnership with the Adult and Continuing Education department, schedules room locations for all continuing education classes and workshops following credit course room scheduling each semester. Maintains ongoing communication with the Continuing Education team to triage and address scheduling changes and adjustments to rooms and set-up needs.
• Manages room scheduling and relationships for non-revenue and co-sponsored events at Oakton. Acts as the constituent's main interface as related to booking agreements, communicating supplemental fees (i.e. catering, rentals, and AV services), and conveys processes and procedures for using College facilities. Follows procedures and policies to estimate costs of internal events and loaned facility impact, providing annual reporting of usage.
• Provides weekly report of upcoming campus events to the President's Office, Campus Police and the Communications Department.
• Provides guidance and expertise to departments for their events on topics such as setup, catering, and general event logistics based on expected attendance and visibility.
• Manages Oakton College branded item loaner program, communicating availability and providing branded resources to campus departments for internal and external events (including tablecloths, banners, pop-up tents, and more). Oversees inventory, recording and reporting usage activity quarterly and coordinates setup of larger items, including photo backdrops, etc., with the Facilities department when needed. Monitors item quality, working with the Marketing department to order replacements when needed.
• Provides direction to internal clients in regards to the booking procedure, repairs and facility upgrades that impact events, and event management recommendations. Maintains a repository of campus scheduling resources and information on the College's employee portal, myOakton.
• Guides support staff in data entry and handling basic inquiries.
• Develops, refines, and communicates college policy and procedures regarding use of facilities as related to no-charge and co-sponsored event scheduling and booking procedures for campus events, including recognition of identified holidays and other observances.
• Provides coverage for Welcome Center personnel in conjunction with partners from the Communications department and Office of Admission.
• Formulates and manages department budget.
• Performs other job-related duties as assigned.

Supervision Received:

Administrative supervision is received from the Director of Communications and External Relations.

Supervision Exercised:

Functional supervision is exercised over support staff and student workers.

Qualifications and Working Conditions:

• Bachelor's degree in Hospitality, Business, or related field or an equivalent combination of training and experience is necessary.
• Three years of meeting and seminar planning experience or certification in Meeting Planning Development (CMP) is required.
• Ability to enter, retrieve, and manipulate data on a computer and ability to learn and manage room scheduling software is required.
• Strong ability to multitask is required.
• The ability to use diplomacy and a customer service/support mindset in explaining College policy, procedures and practices in difficult situations is required. A high level of interpersonal and communication skills are required to deliver services in an environment where there is an emphasis on customer service. Incumbent must be able to give and receive advice and opinions and interact with individuals in situations requiring sensitivity and tact.
• Knowledge of College offices and their functions is highly desirable.
• Ability to work irregular hours occasionally to accommodate events that are scheduled outside of the College's business days and hours of operation.

Working Conditions

Ability to perform moderate physical activity including the ability to lift 20 pounds. Ability to reach above shoulder. Periods of time spent sitting, standing, and walking. Mobility to move from building to building on campuses, between campuses, and to visit off-campus entities. Little or no exposure to adverse working conditions.

HOURS: Monday - Friday 8:15 am - 5:00 pm

SALARY: The hourly salary of this position is $27.76 which equated to $55,942 annualize based on Oakton's summer hours schedule.

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

For information regarding employment eligibility, please visit our employment at Oakton web page.

Equal Opportunity Employer