Conference Center Technician

Chesterfield County Public Schools; Virginia (MN); Sur place; USD 44 000 - 74 000; Plein temps

Résumé du poste

Chesterfield County Public Schools is seeking an experienced events coordinator and administrative support professional to manage activities at the Hull Career and Technical Center. You will coordinate reservations, venue setup, and communications with participants to ensure smooth execution of all events.

In this role you will assist with calendars, reports, and vendor coordination, while providing front-line support at events and maintaining positive relationships with departments and external

Qualifications

• Ability to multitask; coordinate complex projects with deadlines.
• Proficiency in standard business software and desktop publishing.
• Experience composing correspondence and preparing reports.

Responsabilités

• Manages events at the Thomas R. Fulghum Conference Center, including reserving spaces and coordinating logistics.
• Coordinates meetings, rooms, equipment, materials, and staff for events.
• Provides secretarial and administrative support to the Professional Learning area.
• Attends events as host/representative and ensures setup and tech needs are met.
• Prepares reports and maintains calendar schedules; communicates with participants.

Connaissances

Event coordination

Secretarial support

Communication

Multitask handling

Office operations

Formation

Bachelor's degree preferred

Outils

Social Tables

Outlook

Word

Excel

Access

PowerPoint

Description du poste

Our outstanding teachers, support staff members and leaders are top-notch educators whom others seek to emulate, and quite simply – we would like for you to consider joining us.

General Description

Participates in all efforts to publicize promotion of services and events at the Career and Technical Center at Hull. Provides secretarial support to the area of Professional Development. Performs moderately complex work within established procedures and standard practices. Work is performed under general supervision and requires coordination with others. Some specialized knowledge of the department's function and leadership initiatives is required. Contacts are made at all organizational levels within and outside the department. Plans, organizes, coordinates and facilitates all events; schedules and maintains communication with participants.

Job Description

Essential Job Functions

• Provides daily management of events held at Thomas R. Fulghum Conference Center:
  • Reserves all meeting spaces for the conference center, maintaining the reservations process;
  • Coordinates logistics with all departments to ensure set‑ups are handled properly and efficiently;
  • Develops business opportunities for the Career and Technical Center by meeting with potential clients, conducting tours and open house events.;
• Performs secretarial and administrative work required to ensure the efficient operation of the office, to include composing correspondence, preparing reports, ordering supplies and filing.
• Assists building visitors, handles telephone calls and mail.
• Responds orally and in writing to inquiries from within and outside the school system and directs calls to appropriate resources. Refers non-routine matters to the Coordinator of Professional Learning.
• Maintains appointment calendars and schedules meetings.
• Coordinates logistics for meetings, such as arranging rooms, equipment and materials.
• Establishes and maintains positive working relationships with other offices, schools and outside agencies.
• Plans and coordinates all arrangements necessary to execute special events for the Conference Center, including logistical set‑up and volunteer coordination.
• Organizes special events, developing and monitoring event timelines and ensure deadlines are met.
• Schedules necessary support staff for each event, including but not limited to custodial staff, parking lot attendants, AV techs, and law enforcement officers.
• Provides direction and roles to the custodial staff the day of the event.
• Maintains an ongoing AM, PM, and weekend schedule for conference center staff to ensure each event has proper assistance.
• Coordinates the reservations for various events.
• Schedules and conducts walkthroughs and meetings to provide assistance during the event planning process.
• Oversees setup and breakdown of the conference center rooms by working directly with custodial staff.
• Attends events as a host/hostess and representative of Chesterfield County Public Schools to ensure setup and technology needs have been met..
• Provides audio and visual support to all events, i.e. projection systems, microphones, and wifi accessibility.
• Designs and develops suggested layouts through Social Tables Software to accommodate each event’s individual needs, guest counts, and logistical details.
• Maintains room signage along with TV monitors for the conference center.
• Performs other duties as assigned.

Budgetary Responsibility

Responsible for collaborating with the Coordinator of Professional Learning to review and allocate money to support the needs of the Conference Center.

Report Preparation

Prepares reports at the request of the Coordinator of Professional Learning.

Equipment Operation

Computer, fax and copier, sound/lighting system.

Contacts

Vendors, service contractors, local business organizations, CCPS departments.

Work Direction

Supports the work of catering, events and facilities staff and vendors when working/directing the special event. Assists staff, students and volunteers assigned to special event.

Decision Making

Requires independent decision‑making. Supervisor’s approval is required when appropriate.

Formal Policy-Setting Responsibilities

N/A

Physical Demands

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. The employee must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal indoor levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly; physical agility to bend, stoop, sit on the floor, climb stairs, walk and reach overhead. While performing the duties of this job, the employee is regularly required to use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms; and talk and hear. Must have the physical ability to set up and take down tables, chairs, production material etc. Specific vision abilities required by this job include close vision, distance vision and depth perception. The employee is required to stand, walk, sit and drive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

While performing the duties of this job, the employee regularly works in a public school setting. Travel is required within the school system and workplace. The noise level in the work environment is based upon the event gathering and may be considered noisy.

Qualifications

Establish and maintain cooperative relationships with those contacted in the course of work; respond to sensitive matters and/or situations with discretion, tact, and confidentiality; coordinate complex projects and meet deadlines; prepare presentations and speak effectively in various public forums; utilize standard business and desktop publishing software. Ability to multitask; working knowledge of office operations and procedures; of business English and office equipment to include manual and automated filing systems. Working skill in the use of a personal computer, utilizing email and spreadsheet, word processing, database and presentation software (Outlook, Word, Excel, Access and PowerPoint preferred). Demonstrated ability to compose correspondence and edit work for proper grammar, spelling and punctuation, assemble data and prepare reports, charts and forms. Demonstrated ability to organize work; related policies and procedures; communicate effectively both orally and in writing; exercise good judgment and work effectively with all levels of the organization and the public.

Additional Job Requirements

Any equivalent combination of experience and training, which would provide the required knowledge, skills and abilities. Two years of special event, sponsorship fundraising, marking, or experience in a related field preferred. Bachelor’s Degree preferred. Valid VA Driver's License.

Background Investigations

• Federal Bureau of Investigation (FBI) Criminal History Investigation
• State Police Criminal History Investigation
• Child Protective Services (CPS) Investigation
• Tuberculosis Screening/Test

Compensation

$43,620.10 - $74,138.25

Hours Per Day

8

Days Per Year

260

Benefits

Chesterfield County Public Schools offers a wide variety of benefits to employees. Benefit offerings may differ based upon full-time and part-time employee status.

Equal Employment Opportunity

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.