Community Events & Marketing Coordinator

Bay College - Escanaba, MI

The Community Events & Marketing Coordinator position is fast-paced with the need to make timely customer-oriented decisions and build positive customer relationships. The primary responsibility is to coordinate internal and manage external community events on campus. This includes all requests for the use of the Bay College facilities for conferences, meetings and events, including event management, catering coordination and invoicing oversight, plus own managed events. Some evening and weekend hours are required based on event schedules. This position is also responsible for the college wide media process including press releases, internal digital monitors and external digital signage content, as well as securing, assisting, and marketing art and other events. The coordinator manages the EMS event system and Master Calendar, including developing and training employees and the community on use of the booking platform

Minimum Qualifications:
  • Bachelor's degree in business, management, marketing, communications or a related field
  • Minimum of two years of experience in an educational environment, event planning, marketing or similar type environment
  • Excellent customer service skills and effective communication with all constituent levels, including working with the public in a professional manner and maintaining composure during challenging times.
  • Demonstrated ability to work with current technology, adapt to change, coordinate events, follow procedures, maintain well-organized, accurate records and manage processes.
  • Proficient with computer applications, database administration and social media - software skills at an intermediate to advanced level of MS Office Suite (Word, Excel, Powerpoint). Photoshop, Jenzabar EX Database Administration, web content management, and digital signage software experience beneficial.
Preferred Qualifications:
  • Masters degree in business, management, marketing, communications, event planning or a related field.
Essential Job Duties and Responsibilities

Event Management:
  • Manage the entire event process, including but not limited to event development, communication, contracts, setup, promotion, reporting and analysis
  • Support scheduling for all campus event requests internally and externally, coordinating team resources required for a successful event including: internal catering, facility set up, custodial services, and technology required
  • High level of service throughout pre-event, event and post-event
  • Maximize revenue opportunities by creating outstanding events, precise and timely communications, strong customer relations, and marketing event and conference options to the public
  • Seek opportunity to bring additional community events on campus, increasing exposure, cultural enrichment, and/or event revenue
  • Create and verify customer invoices in coordination with Accounts Receivable
  • Assist with implementation of college-wide events including fundraising and alumni events with the Foundation office
  • Manage risks associated with events on campus
Operations Management:
  • Team with the technical coordinator to hire, schedule, train, and manage student employees supporting campus events and technology, creating a supportive working relationship and environment
  • Manage EMS software applications and public visibility online, including EMS processes, communications, and training for internal and external clients
  • Maintain College Master Calendar structure and presentation with appreciation of the entire collegiate calendar, web display, potential conflicts and policy
  • Report & analyze facility usage monthly and annually, including comparisons and usage trends to improve operations and more effective usage
Marketing & Media Communications:
  • Media contact and coordination for college events and promotions
  • Manage the College media/press release process, including updating media contacts, templates, writing releases as needed and/or requested and disseminate news releases internally and externally to appropriate media as well as website and social media postings
  • Manage related college-wide processes and policies, including facility usage contracts, social media guidelines, EMS, and digital signage, updating annually
  • Serve as the point of contact for internal & external digital signage systems, including content creation and scheduling, coordinating with graphics and IT as appropriate
  • Manage arts marketing, including arts and culture contact list, social media events/promotions, web content, and digital communications internally and externally to the community and art patrons
  • Assist with securing performance and cultural events, including contracts, booking, promotions and event introductions
  • Collaborate with external opportunities to promote college events including community calendars, websites, chamber blasts, digital signage, social media, TV, radio, etc.
Related Duties:
  • Provide monthly reports, and communicate with core team and manager on a consistent basis
  • Serve as back up to the Jenzabar EX Development Module as needed
  • Apply policies equitably and recognize unusual requirements; recommend and implement updates
  • Optimize and document position processes and procedures, reviewing annually
  • Any other duties as assigned
Bay College offers the following benefits: health, life, dental, vision, short-term disability and long-term disability insurance, Michigan Public School Employees Retirement Systems or TIAA/CREF (12% employer contribution), 403(b), YMCA membership, a Wellness Program, tuition reimbursement and professional development support.

Pay Rate:
$39,553 - $49,441 annually

Pay Grade Level:

Supervision Exercised:
This position assists with hiring, scheduling and managing technical student workers who provide end-user support related to campus events and technology support

Supervision Received:
Management by the Vice President of College Advancement
Work Environment
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may be loud in areas of equipment operation.

The above statements are intended to describe the general nature and level of work being performed by personnel assigned into this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Job related functions may be performed with or without accommodations.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.