Event Coordinator

Reports to:  Director, Lindenwood 

Job Summary:  Coordinates scheduling of hosted groups and works with their coordinator to ensure a positive experience for all involved.   Works with in-house groups to make sure their needs are scheduled and met.

• Acts as a friendly ambassador for Lindenwood by providing welcoming assistance for those being served.
• Interacts courteously with all guests, visitors, co-workers, and residents providing a calm and welcoming professional presence.
• Gives warm welcome to the groups or individuals on behalf of the PHJC Sister, Ministry Center and Lindenwood Staff when needed.
• Is trained to use the PowerPoint Orientation to present pertinent information about the facilities.
• Give tours of the facilities and explain the other ministries on campus as needed.
• Substitutes as needed when Lindenwood staff is off work.
• Actively assists in office teamwork projects.
• Attends weekly staff meetings to share insight into ways to improve facilities and services.
• Answer the phone in a pleasant and professional manner and directs calls to the appropriate desk or take a message and personally communicate the information.
• Oversees requests for services by groups in a courteous and considerate manner.
• Assists people coming into the Lindenwood reception area and meets their needs personally or offer to find the appropriate Lindenwood staff member to help them.
• Works closely with other Lindenwood office personnel to create an atmosphere of cooperation to facilitate a harmonious work environment.
• Actively participate in emergency procedures training to assist guests and residents in the event of any type of emergency.
• Represent Lindenwood on TCAD committees when asked.
• Escort groups through the dietary line as scheduled.
• In connection with other Lindenwood staff, opens and managing the Lindenwood bookstore including counting cash, assisting with bookstore sales, balancing daily bookstore receipts.
• Possesses the understanding and skills to assist guests with current a/v equipment.

Events Coordinator:

• Works as part of a team with the Hospitality Services staff including receptionists, dietary, environmental services, and SASS.
• Ensures that services requested by groups are provided in a courteous and considerate manner by communicating the needs of guests to the office staff and services.
• Assigns overnight accommodations with attention to the physical, mental, emotional, and spiritual needs of everyone whenever possible.
• Uses sound judgment and exercises care and creativity when scheduling to assure that Hospitality Services are not overly extended thus enabling others to perform their duties to their utmost capabilities.
• Oversees the process for assuring guest safety and security by providing proximity badges.
• Communicates with the on-site coordinator about Ministry Center emergency health and weather procedures.
• Uses Retreat Manager to create a daily overnight guest list by email for SASS and Reception at the end of each day.
• In collaboration with Director, monitors hosted groups to ensure their scheduled events and activities are in agreement with the mission, philosophy, and values of the Poor Handmaids of Jesus Christ.
• Keeps the RSA manual up to date regarding procedures, forms and any changes in information and items each May and December.
• Makes copies of and mails contracts, invoices, and 8-week update letters when emails are not available.
• Reviews the status of deposits due from groups on a periodic basis and sends reminders to expedite cash flow for Lindenwood.
• Keeps the data in Retreat Manager current to ensure the ability to utilize spaces well.
• Maintains accurate records for invoicing of services.
• Gathers and communicates accurate scheduling information with attention to details.
• Oversees paperwork/computer work as it applies to the bookings including inquiry sheets, calendar changes, contracts, billing, set-up requests, and retreat staff assistant notes to ensure the guests are given quality service.    
• Assists in welcoming incoming groups, if needed.
• Assists in retreat staff assistant training.             
• Coordinates and produces the retreat staff assistant schedule with the director to ensure adequate staff coverage.
• Reviews written guest evaluations from hosted groups and keeps Director and staff apprised of trends and occurrences at weekly staff meetings.
• Prepares reports as required for information on inventory.
• Assures accuracy of information and maintains inventory of all guest forms, customer information packets, price lists, maps, etc.  

SPECIFICATIONS:

Prior Education and Training:

1. Minimum of an Associate degree or 2-3 years of related experience.
2. Good oral and written communication skills essential.
3. Previous telephone etiquette and customer service training desirable.
4. Knowledge of consensus decision-making and team building is desirable.

Prior Work Experience/Skills Required:

1. Prior office experience, including computers, required.
2. Prior scheduling experience desirable.
3. Multi-tasking skills and experience required.
4. Attention to detail: high sensory skills and legible handwriting.
5. Ability to relate to others on a continuous basis required.
6. Excellent written and verbal communication skills are required as well as reasoning, math and language skills.
7. Ability to make independent judgments on a continuous basis.

On-the-Job Training/Orientation Required:

1.     Completion of new hire orientation program.

2.     Attends in-service education programs in emergency procedures, fire, disaster, infection control, and safety.

3.     Approximately six months are required before person can take over all responsibilities competently.

Other Position Requirements:

1.     Initiative/ingenuity: person filling this position must be able to

a.      Use initiative and ingenuity in finding ways to meet the needs of groups in the most efficient and cost effective manner.

b.     Be a self-starter and be able to work independently.

c.      Make decisions and deal with complex issues creatively.

d.     Learn and study new computer technology as it develops.

e.      Work with a team and communicate details and scheduling information to the staff.

f.      Be flexible to handle constantly changing booking details.

g.     Have organizational skills for working with many groups of various sizes with different needs requirements.

2.     Responsibility for error: errors in scheduling could result in very serious problems and financial costs.

3.     Public relations: the person working in this position will be in constant contact with the public and will have to possess excellent public relations and communications skills. Person must have training in telephone etiquette and be able to handle group tours.

4.     Person must be available to work occasional flexible hours with some weekend and evening hours expected if needed. The position requires adjusting the 40 hour/week to meet the needs of the groups.

5.     Position requires occasional travel by automobile.

Environmental Conditions:

1.     Mental demands: there is mental pressure in this position; person is working with many details and needs to retain many facts.

2.     Physical strength is needed for last minute rearrangement of furniture to meet group needs and for setting up of AV equipment.

3.     Working conditions/hazards:  Good conditions.

PHYSICAL DEMANDS:

• Position requires occasional pushing/pulling and lifting of up to 75 lbs.
• Position requires good visual acuity and the ability to see in color.
• Position requires occasional overhead lifting of up to 5 lbs.
• Position requires frequent sitting, standing, walking, bending and pushing/pulling.
• Position requires occasional reaching and balancing.

Machines, Tools, Equipment and Work Aids:

Computer including email/internet, printer, typewriter, copier, telephone systems, fax machine, walkie-talkies, answering machines, and AV equipment.