Event Scheduling and Department Administrative Coordinator (ESDAC)

Job Description:

Reporting to the Vice President for Institutional Advancement, the ESDAC is responsible for the smooth running of the day to day operations of the Institutional Advancement department and is the recipient of all requests for campus events from internal and external audiences. This position also provides assistance in executing the department’s special events.

Administrative Responsibilities:
  • Maintaining the day to day operations of the office.
  • Produces information, correspondence, proposals and reports by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves Vice President’s time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information.
  • Maintains Vice President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Supports the Director of Development Services as requested, this can involve the input of donor and event data support.
  • Organize and maintain event budgets and purchase requisition system.
  • Support event documentation and fiscal management best practice through:
    • Develop check requests and purchase requisitions
    • Tracking department expenditures and event participation details.
  • Organizing and maintaining donor files, (student helper to assist).
  • Organize work room (work with team).
  • Organize and put away all event décor following the events.
  • Maintains donor management files.
  • Orders supplies for the advancement office, with the approval of the VP and the CFO.
  • Coordinates student workers who support the production of events and office administration efforts.
  • Completes projects by occasionally assigning work to student clerical staff; following up on results.
  • Receives all internal and external requests for events on campus.
  • Coordinates all event requests. Cross references new event requests will those already approved and on the events calendar.
  • All events requests must be received by the ESDAC 3 weeks prior to the requested date, two weeks at the very minimum.
  • The ESDAC confers with the Catering Manager to attain his/her approval on the event, its date, budget and catering requests for the event.
  • Once approved by the Catering Manager, the ESDAC alerts the finance office that all PRs for the event must be received two weeks prior to the event. Not late PRs will be accepted. The department and/or the outside event person will need to alerted to this time limit.
  • With the approval and timeline in place, the ESDAC disseminates pertinent information for the scheduled event to the various campus departments and campus functions that manage room reservations, dorm room rental, facilities and the campus calendar.
  • The ESDAC coordinates the monthly campus wide event synchronizing meeting, with all key support leads to ensure that all event requests and needs are communicated to all parties and a smooth calendar of events is maintained.
  • The ESDAC ensures that all event updates and changes are given to the event calendar person (Nancy Beigel) in the Executive Office, in a timely manner.
Event Support Responsibilities
  • Supports an array of donor, alumni, parent, community, and special events. This position could include the purchasing for events decor; coordination with the Facilities Department, Sodexo Dining Services, student affairs office, the business office and outside vendors.
  • Coordinate operational support for major strategic partnerships of the College, including:
    • Point person for request for space (conference, classrooms, dining and dorm rooms).
    • Attend SGA meetings.
  • Provide support as requested for Commencement and other events as a member of a campus-wide team.
  • Bachelor’s degree;
  • Excellent interpersonal, verbal, and written communication skills;
  • Understanding of social etiquette, campus and board protocol, and soft-skills needed to work with high-level executives, trustees, other volunteers, and donors;
  • Flexibility and adaptability in a very fast-paced, demanding environment;
  • Detail oriented, able to establish priorities, and handle multiple time-sensitive projects;
  • Ability to manage large projects independently without close supervision;
  • Proficiency with Microsoft Office; knowledge of social networking; familiarity with Raiser’s Edge software a plus;
  • Flexibility and commitment to team-based work environment, including supporting others in their responsibilities;
  • Prior scheduling experience and customer service experience preferred;
  • Personal professional presentation and positive disposition a must;
  • Willingness to work non-traditional hours;
  • Willingness to travel to events;
  • Being able to lift fifty pounds.

Reports to: Vice President for Institutional Advancement
Pay Range: $30,000 – $40,000
Benefits: Health, Vision, Dental, Life, and LTD. Vacation, Sick Leave, and Paid Holidays in accordance with SNC policy.
Other: Fingerprint check required as a condition of employment

To Apply:

Please upload your resume, cover letter, list of at least three professional references, and any other documentation to our online application. Review of applications will begin immediately, and continue until the position is filled.

Apply Here

Sierra Nevada College is an Equal Opportunity Employer