Events Coordinator 3

Position Summary

Events Coordinator 3 plans, reserves locations, orders catering, supports, sets up / break downs rooms, manages and invoices events with both internal and external groups.

Event scopes vary from small meetings of 10 guests to multi-day events for hundreds of people. This position requires great customer service skills and attention to detail.

The primary computer application used for the online event reservations is 25Live.

This position reports to the Events Manager.

Pay, Benefits & Work Schedule

Position Salary Range : $42,756 / year - $56,916 / year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations.

Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience.

Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents;

choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community.

Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students.

The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness;

and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life.

By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department

Bellevue College (BC) Food Services serves the college main campus by offering a full service cafeteria, three coffee shops and a Pizza Cafe (Housing) that serve hot food, light snacks, pastries, espresso, tea and beverages.

Essential Functions

Event Planning

• Schedule meeting rooms, facilities, food & beverage requests, media equipment, and other event support through 25live.
• Develop and provide cost estimates to clients using 25Live
• Correspond with and arrange / schedule services for clients communicating through emails, meetings and phone calls.
• Prepare, send and monitor contracts to clients.
• Prepare, process and reconcile billing after events.
• Conduct event planning meetings with other campus departments.
• Create and maintain detailed event orders and information.
• Oversees and monitors compliance with applicable laws, regulations, policies, emergency procedures, and ADA compliance during programs / events;

Setup / Breakdown

• Perform setup / breakdown of furniture, equipment, food, beverages and other work as required.
• Deliver and set up light refreshments when kitchen porter is unavailable (e.g., coffee, tea, pastries, fruit and vegetable platters).
• Prepare and distribute way finding signage as needed.
• Prepare event set up schematics to assist team members in setting up for events.
• Ensure that spaces are restored after the conclusion of an event.

Event Support

• Conduct site visits with potential clients per client s request.
• Provide access to locations for clients as needed.
• Prepare menu signage and food labels for event catering.
• Work at events and serve college Events Office point of contact for clients.
• Provide event media support which include setup and tear down of audio and visual equipment.

Marketing

• Design posters and menus.
• Maintaining promotional materials inventory.
• Perform other duties as assigned.

Minimum Qualifications

• High School diploma or equivalent.
• Demonstrated ability to prepare contracts, event documents, event marketing materials, and billing while maintaining organized records.
• Demonstrated ability to work independently and effectively collaborate and communicate with team members.
• Demonstrated ability to work on several projects simultaneously and follow up on projects.
• Effective written, verbal, interpersonal, customer service and communication skills.
• Must have a valid Washington driver s license and 2 years of driving experience.
• Proficient in Microsoft Office products (Word, Excel, Outlook, PowerPoint, Teams), and Adobe, familiar with online reservation systems such as 25Live.
• Demonstrated experience working with diverse colleagues and / or students in a collaborative and inclusive environment.

Preferred Qualifications

• At least six (6) months experience with catering or event planning.
• Knowledge of events management tracking systems.
• Bachelor s degree or certificate in Marketing, Hospitality, Culinary Arts, or other related area. Any combination of relevant education and / or experience may be substituted for the educational requirement on a year-for-year basis.

Conditions of Employment

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her / his / their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.

S. Citizenship and Immigration Services.

Sexual Misconduct and Background Check :

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment.

Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment.

Disclosure is required under Washington State Law.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check :

Reference checks may include, but are not limited to, contacting references and verification of work experience, and / or past job duties.

Other Information

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply

Applications received by 06 / 16 / 2024 will be given full consideration. Applications received after that date may be considered until the position is filled.

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete.

Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.

Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials :

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following : Please provide specific examples of how your educational and / or professional experiences, demonstrate your commitment to diversity and equity.

Please provide your statement in the required question on the application; you may also upload as a supplemental material

Complete the Job Questionnaires if applicable

Contact :

If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to [email protected].

EEO Statement

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities.

Please see policy 4150 at www.bellevuecollege.edu / policies / . The following people have been designated to handle inquiries regarding non-discrimination policies : Title IX Coordinator, 425-564-2641, Office C227, and EEOC / 504 Compliance Officer, 425-564-2178, Office B126.

Applicants with disabilities who require assistance with the recruitment process may contact [email protected] .