Mount San Antonio College

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Application Deadline

8/16/2024 11:55 PM Pacific

Date Posted

8/24/2023

Contact

Human Resources

(909) 274-4225

Number of Openings

Not Specified

Add'l Salary Info

$5,862 - $7,482 monthly

Length of Work Year

See Job Description

Employment Type

Full Time

Job Description / Essential Elements:

Print 

Coordinator, Events

Position Number: CM-005-2024

Department: Technical Services

Job Category:

Time (Percent Time):

Term (months/year):

Current Work Schedule (days, hours): Monday - Friday: 9:30 am - 6:00 pm

Salary Range: A-95

Salary: A-95Steps 1 - 6: $5,862 - $7,482 monthly

Shift Differential: Shift differential eligibility based on the current collective bargaining agreement.

Open Date: 07/11/2023

Initial Screening Date: 08/07/2023

Open Until Filled: Yes

Application Procedure:

Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the listed Initial Screening Date are assured consideration.

Applicants must submit all of the following materials online, unless otherwise noted, at Mt.SAC Employment Website to be considered for this position:

1. A Mt. San Antonio College online application.

2. A cover letter describing how the applicant meets the required education and experience.

3. A detailed résumé that summarizes educational preparation and professional experience for the position.

4. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.

5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.

Health & Welfare:

Mt. San Antonio College offers a competitive and excellent benefits package to eligible employees providing medical, dental, and vision benefits for eligible employees and their dependents. Lifetime medical benefits are also available for eligible retirees.

The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees.

The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.

• Note: Salary and Health & Welfare Benefits are subject to change. Please visit the https://www.mtsac.edu/hr/benefits/index.html for further information.

Basic Function/Overview:

OVERVIEW:

Event Services operates several event spaces across the Mt. SAC campus. These facilities include the new Summit Event Center, a conference and event center with over 16,000 square feet of event space including divisible conference rooms, prefunction space, and outdoor space. Additionally, the Department supports athletic events in the 10,000 seat Hilmer Lodge Stadium that opened in 2021. These events include home football games, the Mt. SAC Cross Country Invitational and Relays, and the College's annual Commencement Ceremony. The team in Event Services works with campus partners to plan their events as well as with outside users with their requests to rent facilities on campus. Event Services is part of the Technical Services department that also includes Audio Visual Services, Broadcast Services, and Performing Arts Operations.

DEFINITION:

Under general supervision, performs work in booking, planning, and coordinating events; promotes and coordinates the use of campus facilities; equipment, and materials used for events; determines needs for and arranges staffing for events; assists in recruiting, training, scheduling, coordinating, and overseeing staff assigned to events; sets priorities and assigns the work of staff on a project basis; acts as liaison with other campus departments to ensure security and operations are in place for the event.

SUPERVISION RECEIVED & EXERCISED:

Receives general direction from the assigned managerial personnel. Exercises technical and functional direction and training to assigned staff and temporary employees.

CLASS CHARACTERISTICS:

This is a coordinator classification that which has lead responsibilities and program coordination. Incumbents are responsible for scheduling facilities usage by College departments and external organizations, negotiating contracts within Board approved guidelines, and approving setups and arrangements for the event execution. Incumbents at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with a high degree of independent judgment, tact, and initiative. This class is distinguished from the Event Technician II in that it performs work in booking, planning, and coordinating events.

Essential Duties/Major Responsibilities:

• Leads, coordinates, and participates in campus event planning; functions as the point of contact forevents; obtains pertinent information from stakeholders on specific needs related to the event.
• Provides prospective users with facilities layouts and tours to assist in selection and set-up of rental facilities; present ideas and solutions to their requirements; assesses and determines appropriate facility, special equipment, staffing and event needs, cost, and other contractual obligations.
• Performs administrative duties related to the position; assists with timesheets, budgets, and day-to-day operational responsibilities; estimates costs of equipment, set-up, overtime and/or other costs using approved fee schedules.
• Creates and prepares site maps, detailed outlines, drawings, and instructions for event.
• Leads, coordinates, and schedules event support in other departments such as public safety, security, custodial, and grounds crews; arranges for specialized event support; distributes specific details and schedules to the event support groups.
• Assigns and coordinates the work of event personnel and contractors.
• Ensures safety at all times by monitoring and instructing on the safe use of facilities, equipment, related and supplies.
• Maintains, tests, troubleshoots and repairs equipment; performs routine preventative maintenance and minor mechanical repairs to equipment and supplies; inventories, determines need, and requests purchases for supplies and equipment; refers issues and arranges for equipment repairs with service technicians and/or vendors.
• Performs a walk-through of facilities after the event and communicates with stakeholders regarding any issues such as damage, safety, and/or security.
• Summarizes information relative to the event; reconciles estimated to actual cost and submits for invoicing; monitors and evaluates the effectiveness of events operations, activities, and processes and recommends improvements or modifications.
• Participates on committees, task forces, and special assignments, including, but not limited to screening and selection committees and related trainings.
• Prepares and delivers presentations related to assigned areas if needed.
• Provides a working and learning environment that is free from prohibited discrimination, harassment and retaliation (DHR), and provided by applicable law and College policies. Attends College mandated DHR training and participates in DHR investigations as directed. Assists in providing information and resources to individuals who bring forward DHR complaints and reporting possible DHR complaints to Human Resources and other appropriate authorities as necessary.
• Performs other related or preceding classification duties as assigned.

Other Duties:

Knowledge Of:

• Principles and practices of supporting a diverse, equitable, inclusive, and anti-racist academic and work environment.
• Principles and practices of providing technical and functional direction and training to assigned staff.
• Applicable safety precautions, work practices and procedures related to the assigned facilities.
• Principles of risk management related to the functions of the assigned area.
• Event support operations and equipment for indoor and outdoor events, conferences and performances.
• Laws and regulations related to public assembly, including security issues, health, and fire codes, and transportation coordination.
• Principles and practices of data collection and report preparation.
• Contract administration principles and practices.
• Business arithmetic and statistical techniques.
• Budgetary and program evaluation practices.
• Modern office practices, methods, and computer equipment and applications, related to the work.
• Principles, practices, and techniques of effectively interacting with the public.
• Techniques for effectively representing the College in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

Skills and Abilities:

• Participate in addressing gaps in diversity, equity, inclusion and anti-racism in recruitment and retention of staff.
• Communicate the College’s vision and commitment to creating equity, diversity, inclusion, and anti-racism academic and work environment.
• Participate in providing resources and programming towards the goal of being diverse, equitable, inclusive, and anti-racist academic and work environment.
• Understand the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply administrative and departmental policies and procedures such as those related to facility use and security.
• Plan, schedule, assign, and oversee activities of staff; inspect the work of others and maintain established quality control standards.
• Effectively interpret client requests in order to provide assistance and recommendations as well as communicate the requests to necessary personnel.
• Prepare and present complex oral and written directions.
• Train others in work procedures.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Communicate effectively through various modalities.
• Learn and apply emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
• Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures; understands scope of authority in making independent decisions.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum Qualifications/Education & Experience:

Equivalent to an Associate’s degree from a regionally accredited college and three (3) full-time equivalent years related experience in the events industry.

Additional full-time equivalent years of experience can be substituted for the required education on a year for year basis up to two (2) years.

Equivalencies:

Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.

Preferred Qualifications:

License(s) & Other Requirements:

Examination Requirements:

Working Environment:

Incumbents work in an office environment and in the field and are occasionally exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, chemicals, mechanical and/or electrical hazards, hazardous physical substances and fumes. Incumbents may interact with upset staff and/or public and private representatives and contractors in interpreting and enforcing departmental policies and procedures.

Physical Demands:

Must be able to work in a standard office setting and use standard office equipment, including technological devices; to communicate with individuals at various College and meeting sites; the ability to understand and comprehend written and electronic materials; and the ability to receive, review, and respond to communications in person, before groups, and over and through various media. This is primarily a sedentary office classification although movement between work areas may be required. Positions in this classification occasionally may need to physically reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 50 pounds.

Hazards:

Conditions of Employment:

The person holding this position is required to be present on Mt. San Antonio College’s campus to perform all essential duties and responsibilities.

Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees – The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: https://www.mtsac.edu/safety/pdf/asr-final-2020.pdf.

The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Typing Certificate Requirements:

Special Notes:

A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: employment@mtsac.edu.

DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.

LONG DISTANCE TRAVEL FOR INTERVIEWS: Should you be invited to an interview, please contact our office to discuss an accommodation option if attending the interview would require you to travel in excess of 150 miles one way from your residence.

THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.

Foreign Transcripts:

Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the https://www.naces.org/members.

Inquiries/Contact:

Human Resources

1100 N. Grand Avenue, Walnut, CA 91789-1399.

Phone: (909) 274-4225

E-mail: employment@mtsac.edu

Selection Procedure:

A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.

Special Instructions to Applicants:

To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at http://hrjobs.mtsac.edu to complete and submit your application for this position.

EEO Policy:

The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest:

Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).

Cancel RTF Policy:

To apply, visit https://apptrkr.com/4521932

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