People Strategy, Equity, and Culture

Conference and Events Specialist

  • Title: Conference and Events Specialist
  • Category: Classified
  • FLSA: Non-Exempt
  • Grade: 20

Nature and Scope of Work

Under the direction of management, the Conference and Events Specialist plays a pivotal role in assisting and coordinating a diverse range of events at Portland Community College. This position involves overseeing event logistics, collaborating with various stakeholders, and ensuring the seamless execution of events. Additionally, the Conference and Events Specialist contributes to departmental development, customer relations, and revenue growth initiatives.

Principal Accountabilities

  1. Coordinates and supports a multitude of college-wide events, ensuring each is executed successfully.
  2. Collaborates with both internal and external event planners and organizers to gather information on their specific needs and goals for events. Utilizes multiple systems to input detailed event information, and generate and assign work relating to event logistics to other departments/groups confirming accuracy on details.
  3. Works with multiple campus entities to maintain positive working relationships and ensure successful events.
  4. Serves as the primary point of contact between event organizers and departments such as Public Safety, Catering, IT Media Services, Parking & Transportation, and Facilities Management. Addressed any issues that may arise before or during events and proactively anticipate challenges, developing action plans to prevent potential disruptions.
  5. Serves on planning committees for large, campus-wide events and acts as logistics specialist for signature internal and external events.
  6. Collaborates with administration, deans, executive directors, and Procurement and Contracting Services to strategize solutions for special situations regarding Facility Use Agreement contracts, lease agreements, and/or special requests.
  7. Generates contracts and collects all required event paperwork for external events. Ensure compliance with policies and guidelines.
  8. Creates invoices for all chargeable events and maintains accurate accounting of invoices billed, payments received and associated staffing costs in compliance with all College and State requirements.
  9. Refers conflicts involving multiple users of limited spaces to the department lead or manager for resolution.
  10. Promptly responds to customer inquiries and feedback.
  11. Participates with department staff and administrators to review, improve, and implement new approved policies and practices.
  12. Facilitates ongoing improvement initiatives including advocating for the replacement of old assets on rentable spaces.
  13. Participates in updating training guides and provides individual training to new team members.
  14. May oversee the work of student help or casual employees for event support.
  15. Builds relationships and works collaboratively across lines of race, culture, gender, sexual orientation, age, ability, and social economic class status to affect positive climate change and remove systemic inequities.
  16. Performs other related duties as assigned.

Work Environment

Work is generally performed in an office area with some exposure to inclement weather. Exposure to video display terminal occurs regularly. Must stay abreast of technology related to job. Regular travel between campuses is required.

Physical Requirements

Learned physical skill required to perform keyboarding functions. Position requires sitting for long periods in front of video terminal, and periods of standing and walking. Occasional lifting, carrying, pushing/pulling is required for moving furniture for special event setups.

Minimum Qualifications

High school diploma or equivalent plus 2 years of college coursework emphasizing computer-related discipline, business technology or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.

Three years of administrative support experience with the primary focus of the experience encompassing the organization of large volumes of information; and using computer and customer service skills.

Knowledge, Skills, and Abilities

Knowledge of:
  • Word processing, spreadsheets and database applications;
  • Scheduling software;
  • Impact ethnicity, race, national origin, and gender have on communication and interaction;
  • General college policies and procedures.
Skills in:
  • Organization, accuracy, and attention to detail;
  • Problem solving and conflict resolution;
  • Interpersonal partnerships;
  • Public relations;
  • Record keeping;
  • Leading, training, and coordinating the work of others in a team environment.
Ability to:
  • Operate a variety of office equipment;
  • Engage effectively with an ethnically and culturally diverse population;
  • Effectively communicate in oral and written form with a range of groups including faculty and students whose first language is not English;
  • Work independently.

New: 10/2024

 

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.