Event Coordinator
Job Description
Posting Number
PG194341SPInternal Recruitment
NoWorking Title
Event CoordinatorAnticipated Hiring Range
$50,530 - $52,046Work Schedule
Monday through Friday, 8:00 am - 5:00 pm with occasional evenings and weekends.Job Location
Raleigh, NCAbout the Department
NC State Continuing and Lifelong Education (NCSCaLE) is a division of the Provost within the Office of the Vice Provost for Continuing Education. The McKimmon Conference and Training Center (MCTC) reports to the Continuing and Professional Education Director. MCTC has 33,000 square feet of meeting space and provides assistance with set-ups, exhibits, educational event gatherings, catering, and printing services which includes shipping and receiving, and can provide 650 spaces of free parking.
MCTC works with campus partners, private/corporate business industry, and local, state, and federal government. MCTC is dedicated to partnering with our global-class faculty and academic partners, as well as cultivating a culture of continuous lifelong learning by identifying and integrating best practices throughout your journey with us. MCTC can help create a meaningful experience that transforms into a lifelong experience. MCTC strives to enrich the lives of people.
Essential Job Duties
The Event Coordinator serves as the primary point of contact for assigned clients and oversees all aspects of event planning and execution for the McKimmon Conference and Training Center.
This includes determining space and resource availability, creating detailed event plans, tracking changes, managing financial aspects like invoicing, and ensuring successful event execution.
The Event Coordinator applies extensive knowledge of event coordination policies, procedures, logistics, and technology to deliver high-quality events that meet client needs and align with the Center’s capabilities.
This includes determining space and resource availability, creating detailed event plans, tracking changes, managing financial aspects like invoicing, and ensuring successful event execution.
The Event Coordinator applies extensive knowledge of event coordination policies, procedures, logistics, and technology to deliver high-quality events that meet client needs and align with the Center’s capabilities.
Other Responsibilities
- Back-up in the absence of another event coordinator in the Client Relations Office.
- Back up checking Rental Agreements (MCK1) and Catering and Setup Forms (MCK2) into Momentus in the absence of the Office Coordinator.
- Give site tours of the building to potential new business prospects as assigned.
- May be asked to complete other duties as assigned to ensure the success of the Client Relations Office.
- This includes but is not limited to -
- Providing backup coverage at the front desk and assisting with traffic flow for attendees within the building.
- This includes but is not limited to -
Minimum Experience/Education
Bachelor’s degree; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.
All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
- Highly developed communication and interpersonal competencies.
- Meticulous attention to detail.
- The ability to build and maintain relationships with clients and other stakeholders.
- Extensive knowledge of business practices for event venue sales & operations
- Ability to use and apply the operational knowledge of the McKimmon Conference and Training Center’s (MCTC) mission, procedures, and policies to execute the logistical management of assigned events
- The capacity to ascertain whether an event rental inquiry satisfies MCTC’s booking requirement and whether space is available.
- Ability to independently solve difficulties or problems that arise while adhering to MCTC policy. This includes the ability to provide resolutions through alternative ideas that will accomplish the client’s goals for the event and stay within MCTC’s capabilities and policies.
- Being flexible and adaptable to changing circumstances and client needs.
- Educational event planning experience.
- Knowledge of the unique details of each assigned event, answering questions, and providing guidance to clients during the time frame leading up to the event.
- Knowledge of generating proposals for event inquiries, including experience working with clients to ensure the space rental quote falls within budget.
- Experience creating and executing venue space rental agreements/contracts.
- Experience with event management software tools like Momentus (formerly Ungerboeck) and Social Tables.
- Experience with electronic signature software like DocuSign.
- Experience working with clients in venue sales and operations.
Preferred Qualifications
3 years of professional event planning experience
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
11/13/2024Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)
11/20/2024Notice to Applicants
Please note that the work history on your resume, must also be included in your application.
Special Instructions
Cover Letter, Resume, and Contact References are required. A letter of recommendation is optional.
Position Number
00110346Position Type
SHRAPosition Classification Band Title
University Program AssociatePosition Classification Band Level
AdvancedPosition Classification Salary Range
$ 35,589 - $ 64,499Salary Grade Equivalency
GN09Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoDepartment Id
096003 - McKimmon Conference & Training CenterAA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Equal Opportunity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
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