Job description
The Event & Scheduling Coordinator is a member of the Campus & Community Events office at Babson College and is responsible for supporting the planning, coordination, and execution of logistics for both digital and in-person campus and community events, college-wide, and external programs. Specifically responsible for providing outstanding customer service; building relationships with internal and external clients, vendors, and partners; utilizing the EMS Scheduling Software to approve and verify reservations for specific classrooms and venue space across campus; and interacting with a variety of campus constituencies regarding other programmatic needs that require planning, scheduling, and multi-office coordination.
WHAT YOU WILL DO
Event Planning & Coordination
- Coordinates details for a variety of event types including both in person and virtual as well as both on and off campus. Events may include but are not limited to: webinars and digital programs, conferences, meetings, gatherings, networking receptions, academic symposiums, and more.
- Executes a multitude of events logistics, not limited to invitations (electronic and print), RSVPs and guest management, venue research, food and beverage, audio/visual, travel arrangements, room set-up details, event signage and visuals, and sourcing and procuring appropriate rentals and décor.
- Plans a selection of digital and in-person events to meet college and departmental goals and objectives, under the supervision of the Director, Campus & Community events.
- Creates and disseminates event briefings, registration and attendance reporting, production schedules, timelines, and other relevant documents.
- Conducts research, makes site visits, and finds resources to inform decisions about event possibilities.
- Serves as liaison to both campus partners and outside vendors on event-related matters.
- Prepares nametags, meeting materials, packages, gift bags, registration lists, menu cards, seating cards, etc.
- Assists with on-site production, set-up and break-down for events as necessary.
E
vent Administration
- Maintains EMS system and serves as Campus & Community Events liaison across campus. Responsible for review and approval of specific classrooms and event venues for college spaces for the campus community; ensures all requests are processed in a timely fashion. Produces a variety of logistical reports through EMS.
- Provides administrative support to the Campus & Community Events Office and its Director, including front office greetings, organizational support, ordering and maintaining office supplies, and maintaining departmental and college-wide calendars.
- Assists with preparing budgets and provides periodic progress reports for each event project.
- Processes key documents including contracts, check requests, invoicing, and reporting.
- Completes post-event follow-up steps as determined.
- Coordinates applications and permit requests with the Town of Wellesley and key campus stakeholders.
- Oversees hiring, scheduling, training, and supervising of student assistants.
- Assumes additional responsibilities as required.
YOUR TEAM WILL INCLUDE
Student Assistants
WHAT EDUCATION AND SKILLS YOU WILL NEED
Associate’s Degree and/or equivalent work experience.
A minimum of 1-2 years of event planning experience or equivalent administrative experience; and 1-2 years of experience with an online scheduling system (EMS, 25Live, or equivalent program) maintaining both the user experience and the administrative system.
Must be comfortable with providing continuous training for all users across campus including staff, faculty, and students on the system.
Ability to be self-directed and work in a fast-paced environment, with often conflicting priorities and multiple demands is essential.
Must have strong customer service orientation and strong verbal, organizational, interpersonal, and communication skills.
Must be able to maintain a high degree of confidentiality at all times.
Must have excellent typing, editing, and proofreading skills.
Must have excellent attention to detail.
Must have a thorough knowledge of MS Office (Word, Excel, Power Point, Outlook, etc.). Excel skills must include sorting, filtering, formatting, and functions including basic math, VLOOKUP, and pivot tables.
Ability to perform complex computer functions, such as database management and file merges.
Ability to interact with various constituencies, as well as colleagues across the institution is essential – position will interface with governance, alumni, students, faculty, staff, and visitors.
Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
HOW AND WHERE YOU WILL WORK
All Babson College faculty and staff authorized to work on campus must be fully vaccinated against COVID-19,
including any appropriate boosters
. Proof of vaccination upon hire is required or within 21 days of becoming eligible for a booster. Contact
Human Resources
for medical accommodation or religious exemption requests.
Must have had a valid unrestricted U.S. Driver’s License for one year, and maintain throughout employment an insurable (as determined by the College’s insurer’s criteria) or a satisfactory driving record; must successfully complete and pass the College’s vehicle training program within the first 60 days of employment; annual or more frequent review of employee’s driving record based on the College insurer’s criteria; and safety training as required by management.
Must be available during institutional events including but not limited to: Commencement, Back-to-Babson, and other campus-wide events throughout the academic year.
Ability to work some nights and weekends.
Must be able to lift up to 50 lbs.
ADDITIONAL SKILLS YOU MAY HAVE
- Familiarity with events in Higher Education or other non-profits is preferred
- Familiarity with events software including EMS, Webex, and Cvent is preferred; strongly preferred minimum of 1-2 years of experience with CVENT and/or Constant Contact or equivalent registration and invitation program.
- Additional software knowledge helpful such as Millennium database and web publishing.
- Experience planning digital events is a plus.
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