St. Olaf College Looking for Event Planning and Hospitality Specialist Full Time

Description
Position Title: Event Planning and Hospitality Specialist
Department: Marketing & Communications, College Events
Reports To: Director of College Events
Classification: Exempt FTE: 1.0 Date: December 2023

Responsibilities
Essential Job Duties:

• Assist the planning of small to midsize events or portions of events partnering with departments to determine event goals and objectives and event logistics
• Support the coordination of large-scale or signature college events
• Provide onsite leadership for events, and be the primary point person for real-time troubleshooting, decision-making, and direction for staff and volunteers by evaluating risks and making changes when necessary to make sure the event remains successful, on budget, and consistent with our quality standards
• Coordinate with on-campus partners (Public Safety, Facilities, Bon Appetit, IT, Broadcast/Media Service, Residence Life, etc.) to manage logistics to ensure quality event experiences.
• During summer camps season, serve as primary contact when needed for parents, directors, coaches, public safety and event staff; assess and handle all medical emergencies, missing camper situations, and disciplinary actions with campers
• Support all logistical aspects for camp participants, to include: confirmation materials, food and lodging, transportation, supplies, medical information/needs, handouts, etc.
• Collaborate with Marketing and Communications colleagues to ensure that event details are reflected accurately and in a timely manner with campus partners and on the college calendar
• Assist with the hiring and training process of the summer conference staff
• Assist the process and operational support for events, camps, and conferences leveraging project management software, communication, and other technology platforms
• Assist with intake process for event, conferences, and camp requests
• Provide audio/visual and technology support when needed collaborating with Broadcast Media Service and IT
• Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community
• Complete and meet deadlines for required training and performance management cycle
• Perform other duties as assigned

Work Schedule: Term: Year-round Shift: Monday – Friday, 8:00 a.m. – 5:00 p.m.; this position will work some evenings and weekends during events for which this position has primary responsibility, average 4-10 weekend hours during summer season and on call 24/7 during 10 week summer session for emergencies; travel up to 5% of the work schedule, which includes local (Twin Cities metro area) and national travel; overnight trips average 1-2 trips per year.

Qualifications
Required Qualifications: Education: Bachelors Degree or equivalent experience; maintain a valid driver’s license or obtain a valid driver’s license within three months of starting; and meet St. Olaf college driver authorization criteria with a satisfactory driving record. Experience: 1+ years of related work experience in events management or relevant experience
Preferred Qualifications: Education: Bachelors degree
Experience: 3+ years of event experience in higher education
Prerequisites: Employment in this position is conditioned upon successful completion of a background check, which may include criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of a DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note that St. Olaf College reserves the right, at its sole discretion, to conduct periodic background checks.
Disclaimer: This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time, with or without prior notice, by St. Olaf College.

About Us

Who We Are:

Founded in 1874, St. Olaf College is a residential, coeducational liberal arts college with approximately 3,000 students and 800 faculty and staff. The college is located on a picturesque 300-acre campus in Northfield, Minnesota, a vibrant, historic river town of 20,000 located 45 minutes south of culturally rich and diverse Minneapolis and St. Paul.

The college offers an academically rigorous, nationally ranked liberal arts education that fosters the development of the whole person in mind, body, and spirit and emphasizes learning in an inclusive and globally engaged community. We encourage applications from candidates committed to multicultural understanding and the enrichment of our diverse community.

The college offers a comprehensive benefits package, including a 9% retirement match, monthly contributions to a retirement healthcare account, contributions to eligible employees’ health savings accounts, a significant tuition discount (up to an 80% reduction) at ACM and ELCA colleges and universities for employees’ children, and generous paid time off. For a full review of the college’s benefits, please see the summary of our benefits here: https://wp.stolaf.edu/hr/benefits/

To provide a safe and secure educational environment, St. Olaf College verifies the accuracy of all credentials presented by applicants and conducts a criminal background check on every new hire.

A summary of the Flexible Work Policy for staff: https://wp.stolaf.edu/hr/flexible-work-policy/

A link to our DEI page: https://wp.stolaf.edu/equity-inclusion/

A virtual campus tour: https://www.stolaf.edu/multimedia/play/?p=483

An overview of Northfield: https://wp.stolaf.edu/admissions/visit/northfield/

An overview of the Twin Cities: https://wp.stolaf.edu/admissions/visit/twincities/

The college strongly recommends that incoming students and new employees complete the primary COVID vaccine series before beginning their studies or work on campus, and that all members of our campus community remain up to date with COVID vaccines, per CDC guidance.

St. Olaf College is an equal employment opportunity employer. The College is committed to providing an inclusive and welcoming environment for all members of our community. With regard to its hiring and employment practices, the College prohibits all forms of discrimination and harassment based upon an individuals legally protected status including race, color, creed, national origin, gender, gender identity, gender expression, sexual orientation, age, religion, disability, marital status, veteran status, or status with regard to public assistance.

For Staff Application Assistance:

[email protected]
507-786-3068

For Faculty Application Assistance:
[email protected]
507-786-3356

Title IX Contact Information:
Pamela McDowell, Title IX and Section 504 Coordinator
1520 St. Olaf Avenue, Tomson Hall 180
Northfield, MN 55057
507-786-3465
[email protected]

To apply, visit https://fa-ewur-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3/job/11/?mode=location

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