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Event Setup/Grounds Specialist

Full Time
  • Full Time
  • Bend, OR
  • $23.12 - $24.05/hr plus exceptional benefits USD / Year
  • Salary: $23.12 - $24.05/hr plus exceptional benefits

Website Central Oregon Community College

Primary Purpose

  1. The Events Setup/Grounds Specialist position is responsible for coordinating with the COCC Foundation Director, and Administrative Assistant for event planning, set up, removal, facilitate staff necessary to carry out the necessary work for events. Works with Grounds Lead to schedule and facilitate Grounds or other Campus Services staff to assist as needed with event-related setup and teardown. Provides guidance to Grounds staff that have been assigned to assist with event setup and teardown.
  2. This position also works with Campus Services Operations Coordinator to help schedule and perform office moves, relocation of college property, maintaining an inventory, storage, surplus, and disposal of office furniture. Works with Grounds Lead to schedule and facilitate Grounds or other Campus Services staff to carry out office moves and oversees the work. Provides guidance to Grounds staff that have been assigned to assist with office moves and furniture relocations.
  3. In addition, this position works with Grounds Lead to provide assistance with Grounds tasks, including snow removal operations.

Essential Duties and Responsibilities

Event Coordination:
  • Access, read, and organize event setup related work orders.
  • Acts as point of contact for event organizers.
  • Assists event organizer in determining that the event space is scheduled without conflicting events.
  • Ensure that the event space is restored to the original condition and ready for the next event setup.
  • Coordinates events power, water, grounds, etc. needs with Campus Services supervisors
  • Advises COCC staff and COCC Foundation of ways to streamline future events and coordination.
Office Moves/Furniture Coordination:
  • Collaborates with departments and individuals to facilitate and perform office moves.
  • Coordinate the inventory jointly with Campus Services Operations Coordinator; surplus and/or disposed of furniture and equipment in accordance with COCC’s policies and procedures.
  • Facilitates office move staffing with Grounds team.
Administrative Functions:
  • Develop weekly schedule of all planned events, office and furniture moves.
  • Responds to Events and/or office move work orders.
  • Ability to create event and wayfinding signage.
  • Maintain open communication with supervisor on a daily basis.
  • Other duties as assigned.
Grounds/Landscape Functions:
  • Provide assistance with routine maintenance and special projects.
  • Assist staff in snow removal operations, including operating equipment.
  • Assists Grounds during times of emergency, or other high priority needs as schedule permits.

Knowledge, Skills and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
  • Demonstrated knowledge and understanding of college event setup procedures and use of facilities for college events.
  • Knowledge of planning and scheduling work activity based on events, office/furniture moves, and snow removal operations.
  • Effective interpersonal, organizational, and oral and written communication skills.
  • Ability to work independently and to use good judgment with respect to priorities and deadlines.
  • Ability to communicate effectively with students, staff, faculty, and community event organizers from diverse backgrounds.
  • Ability to operate campus vehicles and moving equipment.
  • Ability to operate snow removal equipment or be trained to operate equipment.
  • Ability to meet deadlines, set work priorities, and manage workload.
  • Ability to coordinate activities directly with both internal and external event organizers to ensure all event needs are met.
  • Ability to utilize independent critical thinking skills to determine the best path forward when encountering unexpected situations in potentially stressful pre-event situations.
  • Ability to access and use the colleges work order system and database systems which include Microsoft Office Suite, email, and modern office equipment.
  • Ability to create event and/or wayfinding signage.

Ergonomic Requirements

This position is meant to be a 40-hour per week position, but working occasional nights and weekends due to event schedules is mandatory. While this position is overtime eligible, the goal is to provide a flex schedule to maintain 40 hours per week as much as possible. The Event Setup/Grounds Specialist typically attends the hosted event, and assists with last minute set-up changes and wrap-up as needed.
Physical demands on a daily basis which involve moving heavy equipment. There can be days that involve moving equipment or furniture for the entire day.
A flexible work schedule, including nights and weekends, is necessary due to the nature of the responsibilities.
Requires the ability to work outdoors, at times, in all weather conditions. Requires the ability to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 75lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

  • High School diploma or equivalent.
  • Four years’ experience with the communications, logistics, and physical aspects of event setup, office moves, or related work experience.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications

  • Associate’s degree.
  • Experience in a higher education setting.
  • Experience working with outside vendors and/or external community event organizers.

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