Scheduling and Events Specialist

Kern Community College District

Position Number: 02219

Posting Date: 10/05/2017

Initial Screening Date: 10/19/2017

Open Until Filled: Yes

Position Type: Classified

Rate:

Work Week: 40 hours per week

Minimum Salary: $3,345.92 per month

Maximum Salary: $4,727.69 per month (maximum entry $3,345.92 per month)

Benefits:
Our competitive benefits package includes medical, dental, and vision insurance; life insurance coverage; long-term disability insurance, and an employee assistance program (EAP).

In addition, employees have the option to purchase:

• Flex 125
• AFLAC Policy
• Supplemental voluntary life insurance
• 403b Tax Shelter Annuity

All coverages begin on the first day of the month following the hire date. Employees are covered under the California Public Employees Retirement System (CalPERS) and are vested 100% after five years of full time service.

College/Site: Bakersfield College

Location: BC-Main Campus

Basic Function:
Under the direction of an assigned supervisor, coordinates, schedules, and monitors use of college facilities for academic and/or non-academic events by the District and the community. Performs a variety of logistics support duties such as arranging for space, energy and lighting, staffing and security, food services, and clean-up. Prepares specialized records, contracts and reports for facility use.

REPRESENTATIVE DUTIES:

• Coordinates and updates non-instructional facility use by internal and outside organizations on a daily basis. Processes facility requests and generates calendar of events reports.
• Provides information to staff and outside customers on availability of facilities, fees, insurance and other requirements.
• Receives requests for use of facilities, reviewing applications for accuracy and completeness, obtaining approvals, verifying insurance, determining fees, and communicating decisions and instructions to applicants.
• Ensures that insurance documents are received and verified from outside users of campus facilities.
• Determines the type and availability of space and equipment needed for non-instructional use of the facilities to include theaters, conference areas, and athletic venues. Estimates costs of equipment, setup, overtime and/or other costs using approved fee schedules.
• Provides prospective users with Facilities layouts and tours to assist in selection, layout and set-up of campus rental facilities. Schedules use of lighting and HVAC equipment based on facilities usage.
• Enters facility schedule information to a computerized energy management program that optimizes heating, air conditioning and lighting.
• Plans, coordinates, schedules and supports event staff in the preparation, set-up, operation and sequencing of events, including clean-up. * Arranges with skilled maintenance staff to optimize facility energy usage.
• Schedules and may facilitate meetings with administrators, faculty, staff and event representatives to organize operations and support services connected to District events. Notifies appropriate area staff of action to be taken.
• Prepares and distributes weekly schedules showing all campus activities (not including regularly scheduled credit classes) for general information and for Campus Police Services to unlock and lock doors, etc.
• Prepares requisitions, invoices, payroll, and billing records in connection with services provided to facility users. Processes invoices for payment after verifying goods and services received, making budget coding, then forwarding to accounts payable.
• Maintains a variety of records that follow alphabetical, index, and cross-reference formats. Updates records and files with documents and other information that may be confidential in nature.
• Inventories, receives, shelves, and distributes supplies.
• Compiles statistical data, posts routine administrative or financial transactions or other data and maintains various department information onto establish data entry formats. Searches out information in departmental records and files.
• Tracks problem areas connected with purchase orders (POs), regularly check budget balances of assigned sections, monitoring expenditures and notifying appropriate staff member(s) of changes requiring their attention.
• Maintains a positive image and promotes public relations efforts between the college and the community. Assures coordination and compliance with City, Police and Fire laws and ordinances.
• Perform related duties as assigned.

Education and Experience:
Any combination equivalent to: graduation from high school and four years of progressively responsible experience in an event or facilities planning environment. An Associates degree in business, performing arts, public relations or equivalent is preferred and may substitute for some experience.

Note: Degrees and credits must be from accredited institutions (Title V Section 53406). Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an evaluation service.

Note: The screening of candidates will be conducted by a screening committee. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Knowledge and Abilities:
KNOWLEDGE OF:

• Logistics, rules, regulations and policies for using facilities.
• Correct English usage, spelling, grammar and punctuation.
• Rules, regulations, policies and procedures of the community college system.
• Modern office procedures, methods and equipment.
• Public relations techniques.
• The services used in connection with and support of facility preparation, maintenance, and cleaning, grounds, traffic, hospitality services, and security.
• Basic mathematics skills.
• Record-keeping techniques.
• Principles and practices of providing work direction and guidance.

ABILITY TO:

• Learn, understand, and apply district rules, regulations and policies for facilities use.
• Maintain records and prepare reports.
• Manage multiple tasks and meet established deadline and timetables.
• Perform work involving the use of independent judgment and personal initiative.
• Work cooperatively with other departments, offices, instructors, students and outside agencies.
• Operate a variety of office equipment including a computer, multi-line phone, and two-way radio.
• Communicate effectively both orally and in writing.
• Provide work direction and guidance to students and temporary hourly employees.
• Establish and maintain cooperative and effective working relationships with others.

Salary Grade: 39.5

Special Instructions to Applicants:
IFirst Review of Applications:
Complete application packets will be accepted until the position is filled; but those received by 5:00 p.m. (Pacific Standard Time) on October 19, 2017 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.
Completed application packet must include:
Completed Online Application for Employment form
Current resume
Letter of interest (Cover Letter)
Copy of legible transcripts, if applicable
List of six (6) professional references Listed on application form
Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.
Recruitment Status (tentative):
Application Screening: TBD
Interviews: TBD
The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.

All applicants must apply online at https://careers.kccd.edu/postings/9572. Emails will not be accepted.

As an Equal Employment Opportunity Employer, the Kern Community College District encourages candidates with diverse backgrounds to apply.





Copyright 2017 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency

jeid-3316ea80840dab4e8a356553ec42f9d3