Campus Operations Event Supervisor
Waubonsee Community College

Job Info

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Campus Operations Event Supervisor

Sugar Grove Campus
Full-time Support Staff

Hybrid Option: No

Waubonsee Community College promotes diversity in faculty, staff, and student recruitment and is committed to hiring and retaining exceptional faculty and staff who are committed to the college's culture of collaboration, professional growth and student success.

The Campus Operations Event Supervisor reports to the Senior Buildings and Grounds Manager. This position supervises the events team and provides planning and clerical support services. The Campus Operations Event Supervisor will provide the event coordination necessary for internal and external events or activities scheduled at college facilities.

Responsibilities

Perform daily clerical responsibilities, event scheduling and correspondence with clients.

Assists with scheduling of facilities for non-instructional purposes including communicating and assigning weekly ServiceDesk work orders for upcoming events to the Buildings and Grounds department and assisting with all other arrangements. Create, assign. and close out ServiceDesk work orders. Make changes as needed to staff assignments for ServiceDesk work orders.

Liaison with internal planning teams to assist with the support needed to carry out operational service functions for events and activities. Document planning sessions to define event purpose, priorities, and designated responsibilities.

Prepare all correspondence and contracts, quote fees and confirm receipt of certificate of insurance for external events and activities scheduled at the college facilities. Maintain and track payments to Student Accounts and Cashier's Office for external clients. Related to events on campus for reporting purposes.

Manage catering needs for events being held on campus with established catering venders using predetermined menu selections. Serves as main contact and liaison with catering vendors. With information provided by requestor will coordinate order placement, purchase order requisitions, set up for event, breakdown and clean up after event and tracking of payment to vendors.

Work with outside organizations booking their events, meet with groups to view areas they will be using and coordinate with Media Services for audio visual needs and technology setups. Will provide information regarding catering vendors for use on campus. Will coordinate catering set up for event with catering vendor, breakdown and clean up after event. Payment for catering service will remain between external client and catering vendor.

Secure, verify and approve event space and usage by utilizing Ad Astra, or current scheduling system.

Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.

Works closely with Marketing and Communications and Media Services Departments.

Request and coordinate necessary Waubonsee Community College staff for support as needed for events. (e.g., Campus Police, Custodial and Grounds Support)

Visit venue to plan and confirm layout. Coordinate event rental equipment for large scale events. (e.g., Commencement, Athletic Awards Banquet, and Faculty Development Days)

Attend events and assist with various duties as needed.

Perform other duties as assigned from Senior Buildings and Grounds Manager and Executive Director of Campus Safety and Operations.

Minimum Qualifications

High school diploma or equivalent required. Associate degree preferred.

Three years' clerical and customer service experience in event field required.

Three years' experience in catering, serving and food handling required.

Supervisory experience highly preferred.

Spanish/English bilingual skills a plus.

Computer literacy to include proficiency with MS Office (Word, Excel, PowerPoint) required. Experience with Visio preferred.

Experience with data entry, email and electronic calendar required.

Ability to develop positive relationships with faculty, staff, students and members of the community.

Ability to prioritize and work with limited supervision.

Ability to lift up to 25 pounds.

Excellent organizational, written, and oral communication and human relations skills.

Ability to work evening and/or weekend events as needed.

Valid Illinois Driver's License required.

Please attach the following documents when applying:

Cover Letter-Yes

Resume-Yes

References-Yes (Can be provided at interview)

Transcripts-No (Can be provided at interview)

Position Details
req1540
Grant Funded: No
Minimum Starting Rate: 22.23 - 22.23
Compensation Type: Hourly
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40 hours per week
Testing: No
Targeted Hire Date: 4/3/2023
Special Instructions: Please attach all required documents at time of application.

EOE, including disability and veteran

This job has expired.