"Office and Events Coordinator"

Job Details

Posting Details

Position Information

Position Title
Office and Events Coordinator

Position Type
Regular

Job Number
SA70224

Full or Part Time
full-time 40 hours weekly

Fair Labor Standard Act Classification
Non-Exempt

Anticipated Pay Range
$25.00-$28.00

Pay Range Information
Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary
The Hilbert Museum Office and Events Coordinator provides general office clerical and administrative support and visitor services coordination and is responsible for the coordination and support for events held at or planned by the museum. This is a full-time staff position that supports the Museum Director, Registrar, and Associate Director of Museum Operations.
Note that the required office hours are 8am-5pm WED - SUN . Nights and weekends are needed at times in support of events and visitor services. This is an in-person, non-hybrid position. The Office and Events Coordinator will also maintain regular work hours during university holidays and breaks (i.e., winter holiday break and Spring Break), when the Hilbert Museum remains open to the public.

Responsibilities

Event and Volunteer Coordination

• Assist the Director and other museum staff in coordination and oversight of events planned by the museum and liaise with other university units holding events at the museum. This can include oversight of mailing lists, invitations, mailings, reservations, payment tracking, arrangement and scheduling of catering and related services, creation and preparation of collateral, etc.
• Assist the Associate Director of Museum Operations to schedule calendar items and meetings and coordinate logistics for equipment, catering, room guests, etc.
• Coordinate Museum special events, liaising with campus event planners and the Ticketing Office, Facilities, caterers, maintaining event records, and assisting with planning and/or coordination as needed.
• Coordinate event logistics including volunteer scheduling (in collaboration with Museum Assistant), creating timelines and checklists.
• Assist in stewardship protocols: sending notes to donors and sponsors, thank you notes to volunteers, sharing photos with campus collaborators, etc.
• Schedule group visits to the Museum and keep staff updated on upcoming tours.

Visitor Services and Museum Operations

• Assist docents, volunteers, and student employees in greeting visitors and reminding them of museum etiquette and rules as they enter the museum.
• Answer phone calls and general questions about the Museum, exhibitions, and hours.
• Record daily museum attendance and visitor survey information.
• Alert managers or campus Public Safety officers as needed to maintain a secure and safe Museum environment.
• Coordinate with campus custodial to assure health and sanitation measures inside the museum are maintained.
• Complete the daily opening and closing of the buildings and all associated tasks including lobby, front desks, doors, etc.

Administrative Support

• Provide general support to Museum Director, Registrar and Associate Director of Museum Operations as assigned.
• General office management and tasks, including running attendance and ticketing reports, typing, filing, maintaining records, updating the museum calendar, and other duties as assigned.
• Answer phones, assist in other office duties such as typing and filing.
• Prepare data entry, run reports and maintain updated data lists for use with visitor services and event planning.
• Maintain clean appearance of front desk lobby area.
• Updating and maintaining museum voicemail messages as needed.
• Type and proof documents and correspondence as assigned.
• Handle and distribute outgoing and incoming mail.
• Maintain office equipment and supplies.
• Assist in gathering data and images for reports and presentations.
• Type written correspondence pertaining to programming, proposals, marketing materials, memos, and Maintain media clip book.
• Maintain accurate, up-to-date mailing lists.
• Assist in tracking ads and other marketing materials.

Other Duties as Assigned

Required Qualifications

• Demonstrated office management, customer service and interpersonal skills, including the ability to foster effective relationships and work with various groups of individuals from within and outside the university community.
• Demonstrated organizational and task management skills.
• Dependability, flexibility, and adaptability to work in a small department.
• Must be able to remain calm in stressful situations and help resolve customer complaints with tact and courtesy.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events.
• Ability to work as a collegial team member on a small, tight-knit staff; supervise, coordinate and work with students.

Desired Qualifications

• Bachelor’s degree or equivalent experience in relevant field.
• Knowledgeable in standard computer equipment, applications, and programs, such as Microsoft Office suite, and Adobe Creative Cloud.
• Ability to use tact, diplomacy and maintain a high level of confidentiality.
• 1-3 years of experience in providing administrative support and/or customer Services.
• Ability to take initiative and complete projects with minimal direct supervision.
• Ability to work and communicate effectively at multiple levels within and outside the University.
• Ability to coordinate and guide volunteers/students.

Special Instructions to Applicants

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Applicant Documents
Required Documents
1. Resume
2. Cover Letter
Optional Documents