Facilities and Events Coordinator

Facilities And Events Coordinator

California Western School of Law (CWSL) is seeking a highly organized, customer-focused Facilities and Events Coordinator to join our team. Reporting to the Executive Director of Human Resources and Operations, this position plays a vital role in supporting campus facilities operations while coordinating a wide variety of events that enhance the experience of our students, faculty, staff, alumni, and guests.

The Facilities and Events Coordinator serves as a key resource for both facilities management and event planning. This position partners closely with departments across the law school to coordinate room reservations, support on-campus and off-campus events, and ensure facilities services are delivered efficiently and professionally. The successful candidate is detail-oriented, proactive, collaborative, and committed to providing exceptional customer service.

Primary Responsibilities (includes but not limited to):

• Event Coordination
  • Educate staff from various departments/programs of event planning policies and procedures.
  • Coordinate events from concept to completion, ensuring smooth, efficient operation and, as necessary, generation of maximum exposure.
  • Coordinate event driven logistics including, but not limited to, event invitations (email/hard copy), marketing materials and distribution, catering, parking, venue selection, rentals, and beverage selection and service.
  • Work closely with internal and external vendors; event venue research, contracts and selection, event entertainment, travel arrangements, event registration (e.g., guest lists, name tags); tracking event guest responses, managing, staffing registration and check-in tables. Recruits, trains, and assigns volunteers.
  • Coordinate necessary set-ups including tables, chairs, displays, audio-visual equipment, photographers and musicians, caterers, special needs accommodations.
  • Respond to inquiries from external constituencies about events, including assisting with media requests.
  • Serve as a member of the Planning Activities Committee (PAC) to plan employee events.
• Facilities Operations
  • Coordinate incoming and outgoing campus mail.
  • Assist with communications to camps community regarding changes in mail services.
  • Organize and maintain the upkeep of the mailroom.
  • Handle all photo ID processing for students and employees throughout the year. Order and stock photo ID supplies well in advance of need.
  • Coordinate supplies replacement, and calendaring in advance of depletion. Maintain campus coffee and food service supplies in employee lounges and student Markets. Ensure minimal downtime by closely coordinating with service vendors for purchase of supplies and management of service issues.
  • Maintain departmental First Aid Kits, supplies ordering, etc.
  • Assist with furniture and equipment moves, adds, and changes. Maintain related inventories.
  • Maintain and oversee Parking Privileges Policy and related inventory spreadsheets.
  • Manage locker rentals for students and student organizations, oversee usage, and protocols. Team effectively with Student Affairs in coordination.
  • Log all utility billing; alert Director to unusual charges and changes in normal usage.
  • Assist with informing the maintenance team of work orders. Occasionally update status as needed.
  • Report and investigate facilities issues and cleanliness.
  • Regularly perform all required filing for department.
  • Assist the Facilities Director in the administrative day-to-day tasks of the Department and its internal units.
  • Participate in department meetings and other committees, groups, and task forces as assigned.
  • Work with appropriate level of assistance, instruction and supervision.
  • Proactively advise the Executive Director of project status, potential issues and overall departmental progress.
  • Perform, with team approach, other duties as assigned.

Minimum Qualifications:

• Bachelor's Degree required. Minimum of three (3) years of related work experience supporting events, preferably in an education setting.
• At least 2 years of administrative experience a plus.
• Knowledge of facilities operations such work orders, coordinating vendors and mail processing preferred.
• An equivalent combination of education and experience may be substituted.
• Must have daily access to a reliable vehicle and obtain and maintain a valid California driver's license and personal vehicle insurance acknowledging the vehicle is used for employee's work purposes (for periodic pickups, as necessary).
• Must be flexible to work evening and/or weekend events.
• Must be motivated, highly organized, and a self-directed individual with excellent interpersonal skills who can effectively multitask and handle a variety of matters independently, in a professional, polished, and mature manner with tact, diplomacy, and appropriate judgement.
• Attention to detail and a degree of accuracy is crucial.

Computer Skills:

• Intermediate level of computer skills.
• Advanced experience with Microsoft Office Suite, including MS Word, Excel, Outlook, and PowerPoint.
• Must be familiar with CMMS and equipment controls.
• Must be familiar with Internet search engines and email properties.
• Aptitude for learning new technology.

Compensation: $23.00 - $26.00 per hour

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the law school reasonably expects to pay for the position. The Annual Full Pay Range may be broader than what the law school anticipates paying for this position, based on internal equity and budget.

The law school offers competitive benefits for eligible employees, including, but not limited to:

• Generous employer contribution for Medical, Dental and Vision Insurance (depending on which plan/level the employee elects).
• 403 (b) Employer Retirement contribution of 8% (up to 8k per year) Fully and immediately vested.
• Company Paid Life and AD&D Insurance.
• Paid Long-Term Disability Insurance.
• Flexible Spending Plan.
• Reduced Summer Work Schedule (paid).
• Paid Winter Break (week of x-mas through new year)
• Additional 10+ Paid Holidays
• Accrued Paid Time Off
• Wellness Programs

Perks:

• Little Italy/Downtown location for convenient access to great restaurants and after-hour activities.
• Free on-campus parking facilities provided.
• Employee engagement events held both virtually and on-campus.
• On-Campus Convenience Store.
• Complimentary bottomless Specialty Coffee.
• Use of on-campus Law Library facilities.

California Western School of Law