Job Description

Definition Plans, organizes, schedules, coordinates, and promotes a wide variety of special college and community events held in college facilities and event venues and participates in the operation of a variety of college facilities. Typical Duties Plans, schedules, and coordinates a wide variety of events held in college facilities and event venues such as art galleries and museums, performing arts centers, auditoriums, classrooms, stadiums, athletic fields, gymnasiums, and aquatic centers. Participates in the day-to-day operations of various college facilities and event venues. Consults with prospective customers in regards to programming and booking of talent, equipment and staffing needs, scheduling priorities, and providing tours of college facilities and event venues. Promotes activities campus-wide and to the community which involves developing public relations and marketing strategies, presentations, and other materials to promote the use of college facilities and event venues in publications such as newsletters, brochures, posters, and college websites. Develops and enforces established operational and safety policies, procedures, and rules for events scheduled in college facilities and event venues. Develops and maintains established emergency procedure plans for natural and man-made disasters for events scheduled in college facilities and event venues.. Provides information regarding event activities to college offices and the community. Supervises, trains, and schedules the work of assigned event staff providing support functions for events such as ticket-taking, box office, ushering activities, and traffic control. Supervises and participates in the setup and operation of sound and lighting equipment, public address systems, projection equipment, and other associated equipment requested for special college and community events. Ensures that college facilities, event venues, and surrounding areas are sufficiently staffed with security and are free of health and safety hazards. Provides guidance to administrators, faculty, staff, and the community on proper use of college facilities, event venues, and equipment. Coordinates the maintenance and repair needs of college facilities, event venues, and equipment with appropriate college staff. Resolves problems or complaints from customers and patrons using college facilities and event venues in accordance with established policies and procedures. Conducts customer and patron surveys to keep informed of service standards, customer/patron perceptions and potential areas for improvement and expansion of services. Prepares reports and presentations related to events held in college facilities and event venues. Develops and maintains the budgets for assigned college and community events. Prepares working agreements permitting the use of college facilities and event venues and provides information regarding costs, terms, and conditions. Supervises the receiving, storing, issuing, maintenance, and safeguarding of equipment and supplies for assigned college facilities and event venues. Maintains program files and records. Performs related duties as assigned. Distinguishing Characteristics A College Event and Venue Coordinator plans, organizes, schedules, and promotes a wide variety of events held in facilities and event venues such as art galleries and museums, performing arts centers, auditoriums, classrooms, stadiums, athletic fields, gymnasiums, and aquatic centers and participates in the day-to-day operations of college facilities and event venues. A College Event and Venue Technician performs maintenance and repairs of facilities and equipment related to the day-to-day operations of assigned college facilities and event venues and assists in the coordination of the logistical needs of a variety of special college and community events. Supervision General supervision is received from an academic or classified administrator. Immediate supervision is exercised over assigned technical and clerical staff assisting with college venue and community events. Class Qualifications Knowledge of: Principles of event planning, scheduling, and coordination Policies and procedures of college facilities operation and maintenance Proper set-up and operation of college facilities, equipment, and tools Technical set up for stage productions Basic principles of community relations, promotion, publicity, marketing, and advertising Customer service techniques for public contact in person, on the telephone, or through electronic correspondence and surveys Health and safety procedures pertinent to the operation of college facilities Basic principles and practices of budget preparation and maintenance Procedures of estimating event costs Principles of supervision and training Organization and management of records Capabilities of computer systems, software, and hardware used in event venue coordination Ability to: Plan, organize, schedule, and direct the activities of a wide variety of college facilities and event venues Coordinate and promote college facilities and events Gather, develop, and impart program related information Prepare comprehensive reports, presentations, correspondence, and publicity materials Project staffing and equipment needs for assigned event venues Anticipate conditions, plan ahead, establish priorities, and meet schedules and deadlines Set-up and operate sound, lighting, public address system, and projection equipment Coordinate crowd control and security procedures Establish and maintain effective and cooperative working relationships with administrators, faculty, students, employees, vendors, and the community Maintain high levels of customer service and satisfaction Effectively communicate orally and in writing Respond appropriately in emergency situations Supervise, coordinate, and schedule the work of assigned staff Effectively utilize computer equipment Learn specialized computer applications Entrance Qualifications Education and Experience: A bachelor's degree from a recognized college or university with a major in business administration, marketing, hospitality management, or a related field AND one year of full-time, paid experience in the operation of facilities including the coordination of events. Additional qualifying experience may be substituted for the educational requirement on a year-for-year basis. Special: A valid Class "C" California driver's license may be required for some positions. Travel to locations throughout the District may be required for some positions. Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview. Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.

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