Events Coordinator

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Job Details and Requirement:

BASIC FUNCTION:

The Events Coordinator is responsible for coordinating a wide-range of College events—events associated with donor relations (Res Publica Society luncheons, donor stewardship events), presidential events, trustee events, summer conferences, and both significant internal (campus) and external events. The Events Coordinator will partner with departments to develop and implement new events and standardize existing events. The Events Coordinator is a vital member of the Office of Events and will work closely with colleagues across campus and off-campus. Occasional evening and weekend work will be required.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of Events, the Events Coordinator performs the following essential duties and responsibilities:

• Arrange all event details, including, but not limited to, venue selection, invitations, meal selection, logistics, attendance lists, fielding phone inquiries, updating calendars, photography, and drafting communications. Also includes negotiating contracts with vendors and submitting to appropriate signing authority.
• Take the lead on coordinating with College departments on development of new and existing events.
• Demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty members, students, and staff.
• Understand proper social etiquette as applied to formal business and social events.
• Use Raiser’s Edge (RE) and other software to design pages, advertise events, send invitations, collect responses, manage attendance, and report on results.
• Establish and maintain all files for events. Keep accurate records on attendance and cost and report results at least annually.
• Exhibit an extraordinarily high level of diplomacy and confidentiality.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.  

The successful candidate must be able to perform the following essential functions:

• Take and follow directions.

• Work cooperatively with others.

• Receive and respond appropriately to constructive criticism.

• Display a positive attitude.

• Balance multiple tasks and priorities

• Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: A high school diploma, GED, or any combination of education and experience that provides the required knowledge, skills, and abilities is required.

EXPERIENCE: A minimum of three years of experience at an academic institution is preferred. An events or hospitality industry background is preferred.

LICENSES: A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Deploy professional skills, in collaboration with colleagues, to best promote the College’s strategic interests.
• Demonstrate knowledge of Microsoft Office products including Word, Excel, and PowerPoint, as well as general personal computer functions. Experience merging word documents with multiple-field databases is desirable. Experience with Raiser’s Edge, Canva, and Almabase is beneficial.
• Must have superior organizational skills and the ability to organize to meet deadlines. Reliability in handling report materials and the ability to handle multiple tasks in a changing work environment is required.
• Maintain appropriate appearance, demeanor, maturity, and poise in responding to the public, including trustees, alumni, parents, administration, staff, faculty, and students.
• Demonstrate effective, accurate, and clear communication with strong verbal, written, interpersonal, reading, phone, and customer service skills.  Must possess knowledge of business writing procedures. Must be able to follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. 
• Prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the department’s annual goals.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Overtime, holiday, weekend, and evening work hours will be required. Travel may be required. Regular hours may vary due to needs of the College.

CLASSIFICATION AND STATUS: This is a regular, full-time, 12-month, non-exempt, benefits-eligible position.

Supervisor – AB1825: No

Mandatory Reporter – CA Penal Code: No

Responsible Employee – Title IX: No

Campus Security Authority – The Clery Act: No

IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupations

PHYSICAL REQUIREMENTS: Moderate (up to 30 lbs.)

APPROXIMATE PAY RANGE: $24.00 - $25.00 per hour

Claremont McKenna College offers employee benefits that include health, dental, and vision plans; flexible spending accounts; health savings accounts; paid vacation, sick, and holiday time; retirement benefits; basic and voluntary life insurance; dependent tuition remission; ride-share incentives; and more.

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: Director of Events

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with the requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time; accordingly the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement expressed or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.