Coordinator, Special Events (Education)
Job Summary
Responsible for the coordination, and implementation of special college events for students and staff, including social events, recognition celebrations, conferences, and meetings. Make sure best practice guidelines, college policies and procedures are met during every special event to ensure a safe environment for all in attendance.
ESSENTIAL FUNCTIONS
Coordinate all event planning, including vendors, venues, staffing, seating, marketing, catering, invitations, event registration and check-in, etc., related to special college events such as graduation, recognition, and invocation.
Participate in event implementation and deconstruction activities such as inventory checks, pre- and post-event packing, site set-up, and walkthroughs.
Help negotiate vendor contracts to reduce costs, liability and risks.
Coordinate a wide variety of functional areas, including budget allocation and managing technical, design and logistical event elements.
Secure approvals, signatures, bids, proposals, contracts, payments, and other confirmations related to the special college events.
Act as a liaison between departments and external vendors to coordinate orders and purchases, ensuring timely processing and reconciling invoices to verify accuracy.
Develop and maintain the special event activities calendar, publish to relevant sites for students, staff, and community access.
Represent the college on the day of the event and ensure the event operates smoothly.
Develop and maintain guest, vendor, and venue lists, and collaborate with marketing staff for special media events.
Coordinate with necessary support departments, such as the Police Department, Facilities, and HCC TV, for the successful implementation of the event and send continuous event updates regarding relevant event particulars.
Coordinate and oversee the pre-event set-up, clean up, close out and break down, post-event evaluations, including directional signage, and parking services.
Provide continuous event information/documentation to community members, vendors, and college team members for community events as needed or requested.
Build and maintain relationships with internal and external partners.
May need to attend events which may take place outside of standard business hours, including evenings and weekends.
Perform other duties, tasks and assignments as required.
QUALIFICATIONS
Education & Experience
- Bachelor's degree required
- 4 years relevant experience required
Licensing & Certification
- Valid Texas Driver License
Special Skills
- MS Office Programs
- Budget Management
- AutoCAD
- Event Planning & Management
- Project Management
Competencies
- Delivering High Quality Work
- Accepting Responsibility
- Serving Customers
- Supporting Organizational Goals
- Driving Continuous Improvement
- Acting with Integrity
- Thinking Critically
- Managing Change
- Communicating Effectively
Working Conditions
General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.
SECURITY SENSITIVE: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
The Organization
Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the country's largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.
The Team
Play a central role at HCC as you keep our everyday operations running like clockwork. You'll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, you'll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.
Location
Houston is a city with limitless possibilities:
- Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City's 55.
- Approximately 145 languages are spoken here.
- Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
- Houston is a major-league sports town, and don't forget the annual Houston Livestock Show & Rodeo.
- The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
- World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nation's top institutions.
- With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston's cultural scene.
- Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.
If this sounds like the role for you and you're ready to join an amazing team, please apply right away.
EEO Statement
Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran's status. The following person has been designated to handle inquiries regarding the non-discrimination policies:
Sandra Jacobson, Interim Director EEO/Compliance/Title IX Coordinator
Office of Equal Opportunity and Title IX
PO Box 667517
Houston TX, 77266
713 718.8271 or hcc.oeotix@hccs.edu
HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages involvement, innovation, and creativity.
Individuals with disabilities, who require special accommodations to interview, should contact (713) 718-8565.
