Event Coordinator

Posting DetailsJob Posting InformationPosting Number PG194172SPInternal 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, NCDepartment McKimmon Conference & Training CenterAbout The DepartmentNC 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 DutiesThe McKimmon Conference and Training Center is seeking an Event Coordinator to serve as the primary contact for assigned clients, managing all aspects of event planning and execution. This role requires extensive knowledge of event coordination, including logistics, policies, and technology, to deliver high-quality events that meet client needs.Key Responsibilities include but are not limited to:• Client Management: Serve as the main point of contact for assigned clients, handling inquiries, scheduling, and event logistics.• Event Planning: Determine space and resource availability, create detailed event plans, and ensure all logistics are in place, including seating arrangements, audio visual needs, and catering.• Financial Oversight: Provide accurate quotes, create rental agreements, manage invoicing, and track all financial aspects related to events.• Backup Support: Act as a backup for checking Rental Agreements and Catering and Setup Forms in the absence of the Office Manager. Provide coverage at the front desk and assist with attendee traffic flow as needed.• Collaboration: Work closely with the Event Setup Supervisor and Audio Visual Technicians to ensure all event details are accurately captured and executed.• Event Execution: Oversee the successful completion of assigned events, track any last-minute changes, and ensure they are communicated to the relevant team members.• Post-Event Duties: Prepare and submit all event charges within 48 hours after the event and assist with any post-invoice client correspondence.• Trend Analysis: Identify and report trends within the assigned event sector that may impact business or policy decisions.Other ResponsibilitiesThis position 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.QualificationsMinimum Experience/EducationBachelor’s degree; or an equivalent combination of training and experience.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 maintaining relationships with client and other stakeholders.• Extensive knowledge of business practices within the Client Relations office.• Ability to use and apply the operational knowledge of 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.Preferred Qualifications• 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.• Proficiency in event management software and tools like Ungerboeck or Cvent.Required License Or CertificationN/AValid NC Driver's License required NoCommercial Driver's License Required? NoRecruitment Dates and Special InstructionsJob Open Date 08/12/2024Earliest 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.) 08/16/2024Notice to ApplicantsPlease note that the work history on your resume, must also be included in your application. “See Resume” is not accepted.Special InstructionsCover Letter, Resume, and Contact References are required.Position DetailsPosition Number 00110346Position Type SHRAPosition Classification Band Title University Program AssociatePosition Classification Band Level AdvancedPosition Classification Salary Range $ 35,589 - $ 64,499Salary Grade Equivalency GN09Alternate OptionIf 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 NoTime-Limited Appointment Length (if applicable)Department Id 095001 - McKimmon Conf & Training CtrAA/EEONC 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 Institutional Equity and Diversity.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.