This position will be required to work evenings and weekends.
Coordinate the logistics of events such as conferences, seminars, special promotions, programs, camps, and/or direct mail campaigns. Organize events and programs from the conception to clean-up; to include schedule staff, catering, contracts, venue and layout. Plan and administer events following budget guidelines and requests. Assist in evaluating the program and give information to leadership.
Responsible for event bookings and customer relations for the CHK|Central Boathouse. Meets to consult with customers to determine desired outcome for events. Will work evenings and weekends. This includes obtaining information regarding events, event dates and times, estimated number of participants, food services, media and set-up needs. Uses good judgment to regulate the requests of customers in order to comply with CHK|Central Boathouse policies and procedures. Offers suggestions of established room arrangements and other creative presentation details based upon the abilities of the facility and staffing. Inspects reserved rooms for accuracy, compliance and completion of event requests. Inputs in a timely manner, the proper reservation information data into the scheduling log and scheduling software program. Constant coordination of requests for banquets, receptions, and refreshment orders between customers and contract food service entities. On a regular basis provides upcoming event schedules to the CHK|Central Boathouse Director, Set-up staff, Audio/Visual staff, Food Services, Custodial Services and all other appropriate departments to insure the delivery of all necessary services for the events. Provides on a timely basis, all backup documentation to personnel for proper and timely billing to the customer. Coordinates customer services, room arrangements and needs to Director and parking needs to the OKCBF Parking Department. Assists the primary resources person for Events scheduling in the CHK|Central Boathouse. May address and resolve problem situations with unsatisfied customers. This position can be on-call in the evenings and weekends and requires the successful candidate to maintain a smart phone on which to receive telephone calls, texts or emails from authorized personnel. May assist in the departmental goal setting, strategic planning and assessment of the CHK|Central Boathouse. Maintains a customer-service attitude. Provides outstanding customer service, and uses positive interpersonal communication skills. Promotes positive school/community relations. Demonstrates positive, collaborative and effective interpersonal relationships with administrators and colleagues. Provides technical audio-visual, multi-media, and services for meetings, conferences, training sessions, and events. Continually updates skills and knowledge relative to the position. This is an essential position and may be required to come to work when there is inclement weather. Performs other duties as assigned.
Requires a university degree in related field or 4+ years of equivalent work experience in chosen filed that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.
Bachelor's degree. Experience in event planning.
Ability to listen and follow instructions. Ability to work with others in team environment. Read and comprehend instructions. Demonstrate respect in interactions; Honesty and Integrity. Ability to effectively determine which area of the facility best suits the needs for the event and presenting the facility on a regular basis to our customer. Must be available to meet with customer and show facilities on multiple floors. Must be available to work evening and weekend hours. Attention to detail and the ability to follow a set system of policies and procedures. Excellent communication and organization skills. Proven job skills in a detail-oriented position. Proven abilities in the coordination and scheduling of events and related functions. Must possess excellent customer relation skills, as this position requires meeting with customers and assisting them in the planning of their events, and suggesting the appropriate facilities, layouts and services to enhance their function. Ability to make appropriate decisions and give instructions in the absence of the Director of the CHK|Central Boathouse. Ability to walk regularly. Ability to sit occasionally. Ability to lift 2-10 pounds over head with hands and arms regularly. Ability to climb in high places using a ladder or balance frequently. Ability to stoop, kneel, crouch, and bend frequently, Ability to lift, push, or pull 70 pounds to waist frequently. Ability to push or pull dolly loaded with 75 pounds. Ability to see and hear.
Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.