Events Coordinator

The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:

• Collaborate with event clients to assess needs, ensure customer satisfaction, conduct post-event evaluations, and provide recommendations for continuous improvement of future events.
• Coordinate, schedule, and process requests for all campus events and room reservations for internal and external groups at the Ontario campus; maintain and update the event management system.
• Prepare accounting journal entries, event inventory forms, event tracking documentation, facilities rental tracking reports, and general invoicing.
• Track supplier and vendor performance and assist in managing service level agreements to ensure quality and timely delivery of services.
• Purchase supplies and ensure all purchasing activities comply with established institutional spending policies and procedures.
• Inspect inventory upon delivery and maintain organization and oversight of supply storage areas and supply rooms.
• Coordinate the transportation of materials and equipment to and from event venues.
• Coordinate and communicate event-related requests including setup, breakdown, custodial services, catering, building access, audiovisual equipment, and other special accommodations with appropriate departments and vendors.
• Manage janitorial service communication system.
• Manage calendar, forms, project management and event tools.
• Coordinate daily facility opening and closing schedules with the Facilities Department to support campus events and activities.
• Identify and report equipment repair, maintenance, or replacement needs to the appropriate departments, including Facilities and Information Technology; notify Facilities of campus areas requiring service or repair related to event operations.
• Supervise, train, schedule, and assign duties to Lobby Attendants, including special projects and event support responsibilities.
• Collaborate with the Registrar’s Office regarding classroom assignments and scheduling needs.
• Ensure Certificates of Insurance are obtained and maintained for all external organizations and event users.
• Develop, update, and maintain the Events Coordinator Procedures Manual to ensure consistent operational practices.
• Work evenings and weekends as required to support campus events and operational needs.
• Travel as required for events, training, or institutional business needs.
• Perform additional duties and responsibilities as assigned by management.
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Job duties are not limited to the list shown above and may be revised from time to time as deemed appropriate by the Seminary.