Coordinator, Special Events

Job Summary
Responsible for the coordination, and implementation of special college events for students and staff, including social events, recognition celebrations, conferences, and meetings. Make sure best practice guidelines, college policies and procedures are met during every special event to ensure a safe environment for all in attendance.

ESSENTIAL FUNCTIONS
Coordinate all event planning, including vendors, venues, staffing, seating, marketing, catering, invitations, event registration and check-in, etc., related to special college events such as graduation, recognition, and invocation. 

Participate in event implementation and deconstruction activities such as inventory checks, pre- and post-event packing, site set-up, and walkthroughs.

Help negotiate vendor contracts to reduce costs, liability and risks.

Coordinate a wide variety of functional areas, including budget allocation and managing technical, design and logistical event elements.

Secure approvals, signatures, bids, proposals, contracts, payments, and other confirmations related to the special college events.

Act as a liaison between departments and external vendors to coordinate orders and purchases, ensuring timely processing and reconciling invoices to verify accuracy.

Develop and maintain the special event activities calendar, publish to relevant sites for students, staff, and community access.

Represent the college on the day of the event and ensure the event operates smoothly.

Develop and maintain guest, vendor, and venue lists, and collaborate with marketing staff for special media events.

Coordinate with necessary support departments, such as the Police Department, Facilities, and HCC TV, for the successful implementation of the event and send continuous event updates regarding relevant event particulars.

Coordinate and oversee the pre-event set-up, clean up, close out and break down, post-event evaluations, including directional signage, and parking services.

Provide continuous event information/documentation to community members, vendors, and college team members for community events as needed or requested.

Build and maintain relationships with internal and external partners.

May need to attend events which may take place outside of standard business hours, including evenings and weekends.

Perform other duties, tasks and assignments as required.

QUALIFICATIONS
Education & Experience

•  Bachelor’s degree required
•  4 years relevant experience required

Licensing & Certification  

• Valid Texas Driver License

Special Skills   

• MS Office Programs
• Budget Management
• AutoCAD
• Event Planning & Management
• Project Management 

Competencies

• Delivering High Quality Work
• Accepting Responsibility
• Serving Customers
• Supporting Organizational Goals
• Driving Continuous Improvement
• Acting with Integrity
• Thinking Critically
• Managing Change
• Communicating Effectively

Working Conditions
General Office.  Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner.  Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements.  May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE:  This job class may contain positions that are security sensitive an