Program Specialist 2 - Conferences, Rentals and Events (C)

Shoreline Community College•Shoreline, WA

66d

About The Position

Conferences, Rentals and Events promotes Shoreline College as a premier venue for hosting events and conferences in the region. This department coordinates with groups and individuals inside and outside the college to support the college's mission of community engagement and growth. Under the general direction of the Executive Director of Learning Resources, the Program Specialist 2 is responsible for leading all aspects of marketing, coordination, communication, financial transactions and billing for internal and external events, programs, activities, and conferences at Shoreline College. This role serves as the primary point of contact for both external clients, community partners, and the internal Shoreline community regarding the use of college facilities. This position promotes Shoreline College as a premier venue for hosting events and conferences, manages the rental and scheduling of campus spaces, and ensures compliance with college and state policies. It involves extensive collaboration with faculty, staff, students, and external organizations to support events aligned with the college's mission and goals. The Program Specialist 2 - Conferences, Rentals, and Events is a self-supporting position dependent on revenue generating events. This position will provide supervision and direction to part-time media technicians who are hired to support and work events on campus. Most media technicians work hourly between 4 - 15 hours per week.

Requirements

Bachelor's degree from an accredited institution OR equivalent education/experience
Microsoft Office applications such as SharePoint, Excel, Outlook, and Word programs; Zoom and other internet applications
Best practices in rental management, community awareness, and budgeting
Knowledge of word processing and spreadsheet software
Basic accounting skills and knowledge of accounting software programs such as QuickBooks
Fostering a climate of belonging through awareness and responsiveness
Time management, organization, and ability to meet competing deadlines/priorities
Project management and coordination with departments and individuals inside, and outside the college
Strong customer service
Ability to communicate effectively, both verbally and in writing with individuals inside and/or outside of the College
Activeandattentivelistener,abletocommunicateinformationclearlyandeffectively
Entering and/or retrieving data accurately in computerized record keeping systems
Handling difficult and sensitive situations, using sound independent judgment within college & legal guidelines
Writing/editing/proofreading clear and concise materials resulting in effective verbal and written communication with individuals inside and/or outside of the College
Establishing/maintaining effective working relationships as part of a team and at all organizational levels
Ability to work with a wide varity group of students, staff, and the public in a friendly, courteous and helpful manner

Responsibilities

Facilitates and coordinates the scheduling of community rental events, conferences and activities held on campus including the completion of rental agreements, space reservations, staff utilized and invoicing for payment.
Respond to and manage incoming rental requests, ensuring alignment with College policies, priorities and availability.
Develop and implement marketing strategies to promote College spaces for events, conferences, and special programs.
Proactively seek out new partnerships and rental opportunities with local organizations, businesses, and community groups.
Responsible for logistics and operations of all contracted events, including supervising, scheduling, and coordinating the work of part-time hourly media technicians, staffing of maintenance/custodial personnel as needed.
Ensure compliance with all State and College regulations, exercising independent judgment to support both institutional and community needs.
Advise internal departments and external clients on space usage policies, procedures, and best practices.
Collaborate extensively with faculty, staff, students, and external agencies to maximize the impact and utilization of College spaces.
Maintain a competitive rental pricing structure, required records, invoicing and collection of funds to maximize rental revenue to the College.
Budgets and coordinating payment to related departments.
Research, compile, review data, and prepare reports and correspondence on rental uses and related activities.
Perform other duties as assigned (of a similar nature or level).