Event Coordinator - State Program Administrator

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Working Title:

Event Coordinator - State Program Administrator

Institution:

Hennepin Technical College

Classification Title:

Management Analyst 1

Bargaining Unit / Union:

214: Minnesota Association of Professional Employees

City:

HENN - Brooklyn Park Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$23.63 - $34.18

Job Description

Position Overview: The Event Coordinator is responsible for organizing and managing all logistical planning as well as overseeing and executing  events at HTC facilities, including the Brooklyn Park and Eden Prairie locations. This role serves as the primary point of contact for both internal and external customers, managing the event process from initial inquiry through execution. Key duties include overseeing facility use agreements, invoicing, maintaining accurate usage records, and ensuring successful event delivery. The Event Coordinator utilizes the event management system (EMS) to facilitate reservations and serves as the on-site coordinator for evening and weekend events.

RESPONSIBILITIES AND RESULTS
1. External Event Coordination
Objective: Promote HTC event services and venues to potential users, managing events ranging from small, single-day gatherings, to large, multi-day conferences.

Responsibilities:

• Assess client needs for space rental, event setup, audio/visual equipment, and other requirements.
• Conduct facility tours, negotiate terms, and process facility use agreements.
• Ensure compliance with insurance requirements and manage invoicing for external clients.
• Oversee venue readiness and coordinate, oversee, and manage all teams involved in event services to ensure successful execution.
• Collaborate with the Marketing and Communications (Marcom) team to ensure appropriate promotional and communication strategies are implemented.

Key Performance Indicators (KPIs): 

• Events are posted to the scheduling software within 24 hours of confirmation. 
• Contracts are accurately prepared and executed, including proof of liability insurance.
• Contracts are entered in Workday for invoicing after each event
• Effective procedures are established for scheduling, billing, and collections.
• Customer complaints are addressed and resolved during the event or within 3 business days post-event.

Priority: Essential Percent of Time: 50%

2. Internal Event Support
Objective: Collaborate with college stakeholders to lead and support internal events, ranging from small meetings to large, multi-day activities.
Responsibilities:

• Assess stakeholder needs for event setup, audio/visual equipment, and other logistics.
• Meet with stakeholders to review requirements, ensuring venue readiness and seamless event delivery.
• Facilitate communication between internal teams, ensuring alignment on event objectives and deliverables.
• Ensure the Marketing and Communications (Marcom) team is involved for internal promotion and communication.
• New employees receive training on proper event setup.
• There is communication with concession vendors to ensure smooth operations.

Key Performance Indicators (KPIs):

• Events are posted to the scheduling software within 24 hours of confirmation. 
• Clear procedures are established for internal marketing and communication with stakeholders. 
• Internal stakeholders are notified of deliverables and timelines, with roles clearly understood. 
• Stakeholder complaints are resolved during the event or within 3 business days post-event.
• Annual event calendar for internal and external events is created and shared with internal stakeholders

Priority: Essential Percent of Time: 25%

3. Financial Reconciliation and Reporting
Objective: Work with Business Office to balance and reconcile accounts and solve any scheduling or billing issues. Prepare reports and compile data relative to the reservations of venues as requested. Conduct customer survey and utilization reports to be used to better understand overall customer satisfaction and utilization. Prepare for, attend, and participate in regularly scheduled facility event meetings. 
Responsibilities:

• Collaborate with the Business Office to balance and reconcile accounts and resolve scheduling or billing issues.
• Prepare reports and compile data related to venue reservations as requested.
• Conduct customer surveys and create u