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.

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.

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.