Location: Unity, ME Category: Administrative Posted On: Wed Feb 21 2018 Job Description:
A revenue generating position, the UCCPA Manager/Events Coordinator is primarily responsible for all events at the UCCPA and also supports implementation of other events at the direction of the Events Manager. This position manages the UCCPA events calendar, and performs all administrative and management functions required for delivering excellent UCCPA events. This position also handles rentals, reservations, and the calendar for the Field of Dreams. Within the framework of functional leadership, the UCCPA Manager/Events Coordinator supports and is supported by other members of the sustainability work unity and works with all constituencies to realize the Unity College mission and strategic plan. Specific duties include (but are not all inclusive):
Manage the UCCPA including event rental opportunities, logistics, calendar, and oversight of events.
Prepare UCCPA budget, direct financial resources to meet or exceed expected returns, manage event budgets through cost effective analysis, and ensure adherence to agreed-upon revenue margins.
Assist the Events Manager in developing year-round revenue-generation opportunities.
Assist the Events Manager with logistics and implementation for revenue-generating events, conferences, meetings, summer programs, and rentals of UCCPA and other campus facilities.
Initiate, coordinate, participate in, and support efforts to promote the UCCPA as a rental venue and for external events.
Stay abreast of changes in the events environment and make recommendations for ongoing improvements applicable to UCCPA.
Maintain and oversee the calendars and space scheduling for the UCCPA and Field of Dreams. Sync UCCPA and Field of Dreams events to the master calendar.
Communicate UCCPA facility needs to IT, custodial, Public Safety, or maintenance teams.
Coordinate logistics of college events and space scheduling with facilities, catering, marketing, registrar, and student activities to ensure successful utilization of UCCPA.
Assist the Events Manager in coordinating and implementing details of college events at other campus venues.
Work closely with internal departments and external vendors to ensure successful execution of events.
Serve as primary external client point of contact for all external parties interested in using the UCCPA to handle all facility related details, event scheduling, and event support.
Serve as the point of contact for Field of Dreams inquiries, rentals, and reservations, and communicate reservation needs to public safety.
Work with appropriate departments and personnel such as Operations to ensure integrated data management for event needs.
Manage contracts with external clients. This includes following up with client paperwork, ensuring contracts are followed, and updating, reviewing, and renewing contracts as appropriate. Handle proposals, billing, and invoicing in coordination with the business office.
Maintain high standards of customer service, consistency, and accuracy, appropriate to content of events.
Coordinate facilities and event staff to ensure event set up and take down and pre-post event clean-up.
Responsible for resourcing required event vendors including sound and technical equipment specialists, as needed.
Hire, train, manage, coordinate, and supervise the event student workers.
Manage sales at ticket booth and concessions. Operate point of sale system.
Demonstrate responsible cash management, billing, deposit, and reporting.
Maintain inventory of event supplies and replacing items when needed.
Order and sell concessions in accordance with food safety guidelines.
Demonstrate and monitor compliance with the rules and regulations of the college pertaining to the Maine State Liquor Laws.
Maintain applicable licensing for the UCCPA and other venues as assigned
Coordinate with the gallery curator for exhibits, events, and usage.
The ideal candidate will have a high school diploma and 3 or more years of experience with office administration, facilities management, and/or event coordination. Other requirements include:
Ability to identify revenue generating event opportunities.
Ability to understand, produce, and follow budgets and reports, and apply basic accounting principles and processes.
Demonstrated ability to manage administration and logistics in a busy special events environment.
Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
Ability to accomplish projects with little supervision.
Proficient using the latest versions of Microsoft Word, Excel and PowerPoint, and mail merges; email and web searches.
Must be able to work as a team with multiple departments.
Excellent interpersonal skills both in person and by phone, with high professionalism.
Fantastic customer service ethic and high expectations for quality.
Ability to work effectively with other administrative offices.
Uses accurate spelling and grammar in written communications.
Serve-safe Certification; or must be obtained within six months of hire.
Must be of legal age to sell/monitor sale of alcoholic beverages.
Must have valid driver's license with a good driving record.
Experience in higher education
Prior experience with an events management system.
This is a full-time, calendar-year, exempt position working primarily day shift with weekend and/or extended hours. Due to the nature of this position, work beyond regular hours and travel (to include evenings and weekends) is necessary in meeting the requirements of the position. The employee shall establish regular office hours, and in consultation with supervisor, adjust work schedule as appropriate. Must be flexible and cooperative in fulfilling responsibilities and meeting the college's needs. Weekends and evenings required.
While performing the duties of this position, is regularly required to sit, stand and walk as well as talk and hear. The employee must have the ability to lift, move and/or carry equipment and supplies up to 30 lbs. and to load/transport materials, displays and equipment. Specific vision abilities required by this job include close, distance and peripheral vision, depth perception, and the ability to adjust focus. Use of either hand for repetitive movements such as grasping, grasping and turning, and fine manipulation. Often required to walk across campus and ascend and descend stairs to attend meetings and tours.
Internal Number: 94709
About Unity College
Unity College, a private college in rural Maine, provides dedicated, engaged students with a liberal arts education emphasizing the environment, natural resources, and the emerging framework of sustainability science. A common interest in developing sustainable solutions to environmental problems unites our students, staff, and faculty. Recently named to the top 30 of the Washington Monthly college rankings and Princeton Review’s Green Rating Honor Roll, Unity is rapidly becoming recognized as a national leader in sustainability science. Unity College has just finalized its five-year strategic plan designed to transform Unity College into the “A National Beacon” for Sustainability Science, with Distance Programming as a critical objective.
Unity College is an Equal Opportunity Employer; applicants from under-represented populations are strongly encouraged to apply.
Unity College seeks to attract employees who share a commitment to the environment and to human diversity, and who have an interest in helping students develop an understanding of the richness and complexity of individuals and society.