Middlebury College Hiring For Operations & Events Coordinator at Middlebury, VT, United States Full Time

Job Description

By providing operational, event planning, and administrative support the Operations and Events coordinator contributes to a dynamic and thriving student-centered team to encourage and support all Middlebury students as they discover, explore, and pursue meaningful career opportunities.
The Operations and Events Coordinator plans and coordinates Center for Careers and Internships (CCI) programs and events to increase student engagement, promote experiential learning and career readiness, and strengthen connections between alumni and employer/industry contacts with students, faculty, and staff.

This is considered a full-time hourly, benefits eligible position. The hiring range for the position is $18.00 – $22.05 per hour.
Requirements

Essential Functions:

Event Coordination – Coordinates on- and off-campus CCI-wide events, including planning and managing all operational and logistical issues.

• Works in partnership with CCI team and stakeholders to develop line-up of events for each semester, including what programs and events may be needed, timing, and budget needs; establishes and manages a planned events schedule.
• Consults with CCI staff to determine event objective, title, content, structure, timing, and budget; translates that information into an event plan to manage its development, production, and delivery.
• Manages event plans through development/production and event-day delivery, coordinates and handles logistics and administration for events, guest travel, catering, facilities management, accessibility, risk management (safety), tracks and monitors all expenditures related to events, and resolves issues that may arise; works closely with campus partners such as Events Management, Facilities, Dining Services, Media Services, and off-campus vendors to reserves rooms, orders supplies, creates signage, compiles invitation lists and manages RSVPs, handles room setups, and schedules staff as necessary; adds events to Handshake and Career Center Outlook calendar, or other platforms which drive student participation.

• In consultation with the CCI colleagues, assists with scheduling employer/grad school visits, interview schedules, and student/alumni one-on-one and group meetings; and handles scheduling, catering referrals, preparation/delivery of materials, and scheduling tech assistance.
• Facilitates weekly event planning meetings or s; shares information regarding logistical efforts with all constituents who may be involved in an event, including CCI colleagues, employer representatives, alumni, parents, faculty, and/or staff.
• Collaborates with the Assistant Director of Communications and Outreach and Career Advisors to market programs and events.
• Contributes to event post-mortems to reflect on how the event went and identify what can be improved for future offerings.
• Generates weekly, monthly, and semester s and analyses.
• Assists with coordination of itineraries and travel arrangements for CCI programs.
• Maintains CCI master events and staffing calendar.
• Maintains CCI’s main telephone voice mail and email accounts and responds to inquiries in a prompt and timely manner.
• Provides Front-desk coverage, as needed.

Operations – Provides operational and administrative support for CCI’s wide-ranging initiatives with students, alumni, employers, faculty, and colleagues across the Experiential Learning Centers, frequently assisting with ongoing and special projects.

• Works with an internal team to create a positive CCI “user experience,” ensuring that front-line staff and physical space within Kitchel House are welcoming to all; welcomes and supports CCI’s campus visitors (employers, speakers, etc.); facilitates and communicates information on CCI services provided; oversees opening/closing procedures and manages common spaces within the Center (e.g., waiting area, conference rooms); assists in maintaining the appearance/visual aesthetics and orderliness of all common areas (e.g., stocking handouts, watering plants, etc.).
• Manages CCI Front Desk operations and staff; hires, trains, and schedules approximately 10 student employees who provide reception and event support for the CCI; ensures outstanding customer service and prioritizes and assigns tasks and projects. Explains and enforce policies; tracks student and alumni engagement with CCI services and program, including visits, program attendance or participation, etc.
• Provides overall CCI budget support as needed, including ing, Oracle invoicing, journal entries, etc.

General Administration:

• Provides general support as needed.
• Provides support for special projects for career advisor team as needed.

• Staffs and supports CCI-wide initiatives.

General Responsibilities:

Represents CCI on-campus and in the community as needed.

• Participates in professional development activities.
• Requires occasional early morning, evening, or weekend hours (on-campus or remote); schedule may be irregular during peak periods.
• Occasional travel required.
• Performs other related duties as required.

Qualifications

Education:
Associate degree with 2 years of experience or Bachelor degree.
Knowledge, Skills, & Abilities:
REQUIRED

• Strong organizational skills and attention to detail; able to anticipate and prioritize workload to meet deadlines in a multi-project environment; able to respond quickly to changes in schedule.
• Able to work both independently and collaboratively in cross-functional teams; able to work with others to plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; able to anticipate problems and address them proactively demonstrating adaptable and flexibility.
• Able to contribute to and further a student-centered, diverse, equitable, and inclusive environment.
• Able to represent the College and Center for Careers and Internships in a professional and polished manner through clear oral and written communication and customer-focused approach; strong phone and e-mail etiquette; able to draft and compose correspondence and standard s; able to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature; able to foster productive working relationships with a range of internal and external constituents.
• Brings analytical and problem-solving skills, able to make appropriate decisions and present solutions; experience with responding to feedback and continually improving structures and procedures; able to research, collect, organize, maintain, analyze, and accurate records/data.
• Able to hire, train, guide, and supervise student staff including organizing and prioritizing work, and scheduling work assignments.
• Working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Deep familiarity and comfort with MS Office (particularly Word, Excel, PowerPoint), Google applications, and Zoom; able to use and quickly learn new technology as needed.

PREFERRED

• Experience advocating for equity and inclusion in the workplace.
• Knowledge of career management platforms, preferably Handshake.
• Proficiency with LinkedIn.
• Proficiency with MS Teams.

Experience:
Experience in one or more of the following fields strongly preferred: event planning, program or project management, public relations, donor relations, human resources, recruiting, or educational administration.
Physical Demands:
Some travel to sites off-campus and work on weekends and evenings may be required. Several hours per day may be spent in a shared office working at a desk, with extensive computer and monitor use, or at meetings.

Other:

Offer is contingent upon successful completion of a criminal background check.
Covid-19 vaccination, including booster if eligible, is a condition of employment. For more information follow this web link:
https://www.middlebury.edu/office/covid-19-updates…
Benefits
As an employee of Middlebury College, you will enjoy being part of a vibrant supportive community.

• Middlebury Colleges offers its employees excellent compensation and competitive health, dental, life, disability, generous retirement matching, and vision benefits, Middlebury offers a generous time-away program – up to 34 days per year during the first two years of service, increasing as the term of service lengthens. Middlebury employees are eligible for robust educational assistance programs as well as free or reduced rates for cultural events and use of sporting facilities (including the College’s golf course and Nordic and alpine ski area). The result is a very high quality-of-life in a gorgeous setting.
• Middlebury Colleges offers its employees excellent compensation and other perks of employment including:

• MiddCard Privileges: access to athletic facilities, discounts at the College store, library privileges, and discounts at cultural and sporting events. In addition, the card allows door access to certain campus buildings. Spouses or domestic partners of benefits-eligible employees are eligible to receive a Spouse/Partner card with the same privileges as the employee card (except door access).
• Discounts on season passes at Middlebury College Snow Bowl, the Ralph Myhre Golf Course and the Rikert Ski Touring Center.
  A full listing of our benefit offerings can be found on our website by following this web link: https://www.middlebury.edu/office/human-resources/…
  Come join us and be a part of our team!