Event Coord

							                          Roanoke Higher Education Center
                                 Job Description

Job Title:      Event and Facilities Coordinator

FLSA Status:    Non-Exempt
Department:     Facility Services
Reports To:     Director of Facility Services

SUMMARY
This position works with clients interested in utilizing the Center’s facilities for conferences,
meetings and special events.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may
be assigned.

      Handles inquiries and reservations for rental space by analyzing client needs, determining
       that event fits RHEC eligibility requirements, and coordinating meetings and events with
       other Center staff.
      Meets and communicates with clients via email, in person or by phone, and occasionally
       off-site to secure new business.
      Greets client at each event and handles basic audio/visual set up and room set up changes.
      Responsible for overall administration of designated RHEC day rental contracts from
       inception to follow-up and by demonstrating knowledge of Center space rental policies
       and procedures.
      Prepares billing for each event on a weekly basis for accounting department.
      Contributes to the design and distributes customer satisfaction surveys and solicits ideas
       from clients for process improvement.
      Provides tours of the Center.
      Provides backup support in the absence of work study students and the Executive
       Assistant, which may include sitting at the front desk and distributing the mail, operating
       the copier, distributing faxes, supervising work study students, assisting the public,
       making referrals, and validating parking.
      Responsible for writing, along with the Facilities team, the Events Coordinator manual
       and making all updates and distributing to staff.
      Prepares some marketing correspondence for day rental and as required promotes the
       RHEC in marketing events.
      Works as a “team player” with all RHEC staff to meet the expectations of the students,
       members, and the community.
      Maintains a safe and secure work environment through knowledge and application of
       building security, safety rules, and procedures.
      Works effectively with all co-workers, students, members, and other customers by
       showing respect for individual diversity.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.


Release Date:             Modification Date:        Approved:
June 2007                 April 2012
                         Roanoke Higher Education Center
                                Job Description

JOB KNOWLEDGE, SKILLS AND ABILITIES
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/ or
ability required. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.

      Must be proficient in the Microsoft Office Suite and willing to learn other software
       applications as required.
      Audio/visual and/or information technology experience or willingness to learn required.
      A professional appearance and telephone manner is essential.
      Must have good command of the English language and excellent communication skills,
       oral and written.
      Effective interaction with clients, students, faculty, staff, and other patrons.
      Strong customer service skills.
      Ability to work independently with limited supervision.
      Work requires continual attention to detail in composing, typing, and proofing materials,
       establishing priorities and meeting deadlines and customer expectations.
      Flexible schedule required, including weekend, early morning and evening hours that will
       vary according to event schedules.

EDUCATION AND/ OR EXPERIENCE
   High School Diploma or GED required.
   Postsecondary degree in a related field preferred.
   Experience in a dynamic public relations, project management or meeting/event planning
    environment.

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability
to speak effectively before groups of customers or employees of organization.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.

While performing the duties of this job, the employee is regularly required to reach with hands
and arms. The employee frequently is required to sit: use hands to finger, handle, or feel: and talk
or hear. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The
employee must occasionally lift and / or move up to 50 pounds. Specific vision abilities required
by this job include close vision, distance vision, color vision, peripheral vision, depth perception,
and ability to adjust focus.


Release Date:            Modification Date:        Approved:
June 2007                April 2012
                        Roanoke Higher Education Center
                               Job Description

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving
mechanical parts. The noise level in the work environment is usually moderate.




Release Date:           Modification Date:      Approved:
June 2007               April 2012