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Hartwick College Major Events Coordinator in Oneonta, New York

Date: August 2, 2022Title: Major Events Coordinator

Description: Reporting to the Executive Director of Campus Vibrancy, the Major Events Coordinator is responsible for planning, coordinating and managing the logistics of all major events and projects at Hartwick College. The Major Events Coordinator is charged with creating experiences and bringing the College’s vision for FlightPath to life with flair and innovation. The Major Events Coordinator will support and consult with all divisions of the College and the Office of Campus Vibrancy to ensure alignment with college brand and strategy. Major projects include but are not limited to WickWeek, True Blue Weekend, Commencement, 225th anniversary and FlightPath signature events, campus vibrancy and college events where the college brand is showcased. In the Division of Enrollment and Student Success, the Major Events Coordinator assumes the responsibility for leading multi-disciplinary teams to conduct a full schedule of celebrations, dedications, kick-off, academics, open houses and other events with meaningful and strategic opportunities for engagement that support FlightPath. The department also plans and executes events throughout the year for students, faculty, staff, alumni, donors, and community partners.

Responsibilities:

  • Provide leadership, direction and approval in the details of special event production, with emphasis on customer service, attention to detail, etiquette, college protocols, and budget.

  • Serve as project manager and lead for projects associated with FlightPath initiatives.

  • Design College events that are welcoming, attractive, and on-brand for the intended audiences.

  • Serve as main point of contact with internal stakeholders and external vendors associated with major events.

  • Analyze special event performance and prepare metrics on costs, attendance, post event communications and event reports.

  • Oversee and develop effective strategies to engage and serve students, alumni, parents and families, donors, and campus partners.

  • In collaboration with the sponsoring office, set up timelines and goals for program planning, implementation and monitor the integration of various partners to assure quality and progress.

  • Develop and execute concrete problem-solving activities to maximize success in program implementation.

  • Meet regularly with the Aramark Facilities and Dining managers to ensure positive and proactive communications.

  • Expected to comply with all applicable College, Federal, State, local and associational regulations.

  • As a representative of the College, conduct oneself in a professional manner at all times, both on and off campus.

  • Participate in all major College events including but not limited to WickWeek, Commencement, True Blue Weekend, Honors Convocation, Student Showcase, etc.

  • Support Event Scheduler in summer rentals, including set-up, inventory as well as on-call when needed.

  • Perform other duties as assigned.

Qualifications: Minimum requirements for this position is a Bachelor's degree in event or hospitality management, communication, business, marketing, or a related field preferred with 3-5 years of experience in event or hospitality management, meeting and event planning, program coordination or other administrative roles.

Preferred Qualifications: Previous experience working in a higher education environment. Previous experience using Presence, Anthology or other student engagement software.

  • Strong interpersonal skills to build and maintain relationships with co-workers and vendors for future reference.

  • Demonstrated knowledge of budget management

  • Ability to work independently

  • Strong customer service, communication, and organizational skills.

  • While performing the duties of this job, the employee is regularly required to sit with extensive use of the computer. Additionally, the position is occasionally required to stand and walk for long periods of time in varying hot/cold weather when running various events. Responsibilities may include moving furniture, equipment and/or supplies to execute event room set-ups as needed. Position occasionally has to lift up to 100 pounds.

All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment.

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.”

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.

All applicants are asked to submit the following materials with their online applications:

  • A cover letter;

  • A resume;

  • A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (https://www.hartwick.edu/campus-life/intercultural-affairs/diversity-at-hartwick/); and

  • The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.

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