College Event Planner

Lehigh Carbon Community College•Schnecksville, PA

44d

About The Position

Responsible for scheduling/planning all internal and external event activities including being the point person for facilitating room set-ups and facility activities, set-up and operation of audio visual systems for events, and schedules events through a computerized scheduling system for all room locations on main campus. Work involves non-routine, varied and complex duties performed under limited supervision. Work may require working occasional evenings/weekends. Reports directly to the Alumni and Events Manager.

Requirements

High school diploma or GED and one year of work experience; or associate degree from accredited institution of higher education.
Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI Clearance Fingerprinting)
Must have experience with computer software platform or have skills to learn technology required in this position.
Strong working knowledge of MS Office - Word, Access, and Excel.
Must be able to lift tables, chairs, boxes.
Must have good judgment skills to troubleshoot challenges.
Excellent organizational skills
Multitasking skills are essential.
Must possess a high level of the following work skills and behaviors: teamwork/cooperation, initiative, customer service, and commitment to continuous professional growth in skills and knowledge.

Nice To Haves

Demonstrated experience with event planning and support desired
Bilingual (Spanish)
Experience with 25Live software desired.
Strong customer service experience preferred

Responsibilities

Uses appropriate web-based technology to plan and schedule events.
Enters events into LCCC calendar system.
Works with college departments and teams as well as external entities to coordinate and accomplish event objectives.
Serves as liaison to all internal and external customers. Responsible for showing facilities to potential prospects from outside organizations.
Greets all external meeting groups on campus to ensure flawless meeting experience, similarly same protocol for larger internal meetings and events.
Processes room requests for all events (i.e. meetings, clubs and groups, workshops) requested by faculty, staff, and students.
Processes room requests for all outside organizations; prepares letters and information packets to be mailed to prospective requestors for room reservations on Schnecksville campus.
Responsible for helping the requestor coordinate requirements of the event and assisting them with identifying the resources needed: meeting/dining spaces, recommends preferred catering partners, technology, parking, set-up needs; responsible for coordinating event times and set-up times with Facilities and Maintenance, Caterer, IT (Campus AV), and Security. For external requestors, will work directly with these departments. Will assist internal requestors on how to make these requests.
Calculate room rental fees for outside organizations; work with Business Office in the processing and tracking of payments; maintains records of billing.
Maintains room inventory (layout, features, and capacities) using computerized scheduling system.
Responsible for adding and maintaining all outside organizations and contact information in scheduling system (for main campus and all satellite sites).
Investigates and suggests alternative space when requested room(s) are not available.
Maintains files for all room requests - LCCC and outside organizations.
Utilizes scheduling system to build searches and run utilization reports. Provides annual data on space utilization.
Performs other duties as may be assigned.