Events Coordinator

Southwest Tennessee Community College is a comprehensive, multicultural, public, open—access college. Southwest has 6 campuses/centers from which it offers over 100 programs and over 20 technical certificate programs.

We foster student success, transform lives, and increase the educational level of a growing community in Shelby County. Southwest is a Tennessee Board of Regents institution, accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.

We invite you to become a part of the Southwest Team!

Title: Events Coordinator

Employee Classification: Other Professionals

Institution: Southwest Tennessee Community College

Department: Marketing and Communications

Campus Location: STCC - Multiple Campus Locations

Job Summary

This is a full-time, fiscal year appointment position, reporting to the Vice President of Communications. The incumbent will be a dynamic individual primarily responsible for coordinating and ensuring the highest quality of all college events from conception to completion. This position will define the goals, success metrics, and messaging for events that support the College’s mission, programs, and advance strategic goals.

The individual will coordinate recurring events, special events, and conferences that promote the College, its students, alumni, faculty, and resources available to the community.

Job Duties

• Directs the creation of high-impact events that garner press coverage, build positive brand awareness, foster community relations, and acquire new supporters who positively affect the College.
• Consults with internal and external clients to assess and understand their needs for the event; areas of discussion and consultation include staffing, meeting rooms, convention halls, catering, signage, programs, music, security, display areas, and other specialized requirements, and provides guidance on the final selection.
• Secures speakers and special guests as needed to enhance event programming and engagement.
• Assists with college-wide events such as commencement, annual service awards ceremony, holiday receptions, building dedications, fundraising events, presidential initiatives, and strategic campaign events.
• Organizes and oversees committees/volunteers for events, ensuring members contribute effectively
• Performs administrative duties related to event planning, including compilation of guest/attendance lists, establishing and monitoring event budgets, evaluating events upon completion, and generating summary reports of outcomes.
• Develops, plans, and implements an annual college-wide events calendar and regularly communicates updates to relevant stakeholders.
• Consults with administrators and employees in the planning and execution of events.
• Writes or assists in writing correspondence, scripts, and other promotion/publicity materials as needed.
• Participates in the development and administration of the department budget; monitors and approves expenditures.
• Develops communications, assigns staff, engages vendors, and oversees event execution.
• Represents the College at a variety of internal and external activities and functions as determined by the supervisor.
• Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from fire and health departments, as needed.
• Some evening and weekend work hours required.
• Performs all other duties and responsibilities as assigned by the supervisor.

Minimum Qualifications

• Associate’s degree required with three (3) years of increasingly responsible experience in event planning or an equivalent combination of training and experience.

Preferred Qualifications

• Bachelor’s degree

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
  
• Excellent interpersonal and customer service skills.
  
• Strong organizational skills and meticulous attention to detail.
  
• Experience in event logistics, vendor negotiations, and program execution.
  
• Demonstrated ability to secure speakers and entertainment as part of event planning.
  
• Experience working with vendors and arranging for contracted services.
  
• Computer and software proficiency, including event management technology.
  
• Ability to respond to problems and assist clients with a calm, courteous, and helpful manner.
  
• Ability to draft/write professional correspondence, marketing materials, scripts, and other event and business-related communication materials.
  
• Ability to interact effectively and professionally at events for all levels of college officials and supporters.
  
• Experience managing budgets and tracking event expenses effectively.

The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Candidates who are called for an interview must notify Human Resources in writing at least five (5) days in advance of any reasonable accommodation needed prior to the date of the interview.

First consideration will be given to current Southwest Tennessee Community College employees who meet the minimum qualifications for the position.

In order to be considered for the position, the following items must be uploaded:

• Resume
• Cover letter
• Unofficial Transcripts

A summary of our benefits can be found below: 

https://www.southwest.tn.edu/hr/benefits-overview.php

Incomplete applications will not be considered.

Southwest Tennessee Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.