Events Coordinator

Events Coordinator

Working cross-departmentally, the Events Coordinator's primary role is to coordinate and execute internal and external events for Germanna Community College and its clients. This position is community-facing and represents Germanna Community College to facility rental clients including businesses, community agencies, and individuals. This position also coordinates and supports internal events that are community-, student-, and/or staff-facing. This role effectively communicates the needs of internal and external clients with departments including facilities, information technology, custodial services, and business office.

The events coordinator will regularly interface with Student Affairs and Academic Affairs and Workforce Development. The events coordinator consistently leads committees and teams to execute large-scale events. This role will utilize exceptional detail management to ensure that events run smoothly from inception to completion and may be directly involved with set-up and tear-down and day-of logistics for events. This position will maintain a cross-college non-academic calendar to ensure efficient scheduling.

The role will use creative vision to establish a cohesive style and design for internal events across the college, and ensures events and facility use are coordinated efficiently, responsibly, and transparently. This position is responsible for supervising an energetic team of part-time and student staff.

Please Note: This position is primarily based at the Daniel Technical Center in Culpeper, VA, with occasional assignments at the Fredericksburg Area Campus.

Major Duties and Responsibilities:

• Coordinate and manage events from conception to completion for internal and external stakeholders.
• Serve as liaison with internal and external partners for event success, including facilities, technical services, college police, business office, custodial services, musicians/DJs, tent and furnishing rentals, floral, balloon, and other services.
• Supervise small team of direct reports and manage events that span across multiple departments and divisions.
• Manage department budget, ensure that revenues and incremental expenses associated with after-hours events and rental events are accurately recorded in designated cost center.
• Review and approve event requests to ensure alignment with institutional priorities and space availability.
• Maintain a centralized event calendar and ensure accurate event details are communicated to all stakeholders.
• Advise college leadership on events opportunities, support rate-setting, cost recovery analysis, and reporting related to events and facility usage.
• Identify process gaps or opportunities and recommend improvements.
• Ensure events comply with college policies related to facilities use, safety, insurance, and risk management. Apply procedures and requirements consistently across internal and external users.

Special Assignments - May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications - Event management experience, especially evidence of organizing events from design phase through to completion. Exceptional interpersonal skills and ability to work collaboratively with internal and external partners. Demonstrated proactive approach to resolving problems. Strong priority and task management skills, demonstrated ability to manage planning and executing multiple events concurrently. Proficiency with scheduling systems, databases, and basic financial tracking. History of finding solutions to client/customer needs. Experience working with multiple departments or teams to produce large events. Background in fast-paced work environments, experience in managing multiple priorities. Familiarity with facilities operations, customer service, or auxiliary services.

Additional Considerations - Experience in institutions of higher education. Passion for event design and an interest in coordinating events to fulfil the needs of clients. Awareness of industry standards for facility rentals, events coordination, events planning. Experience with events that include multiple third-party vendors such as caterers, musicians or DJs, bartenders, etc. Ability to interpret and apply policy and procedural requirements.

Operation of a State Vehicle - No

Supervises Employees - Yes

Required Travel - Travel Between campuses can be required.