Personnel Commission
CLASS TITLE: Conference Center Coordinator
DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
To coordinate, schedule, and plan the usage and services of the conference center facility at the Santa Clara County Office of Education. Employees in this classification receive limited supervision from the Manager of Facilities within a broad framework of policies and procedures. This job class is responsible for the effective and efficient use of the conference center facilities to ensure satisfactory service delivery to the center's clients and visitors. This job class requires leadership, initiative, organizational skills, attention to detail, and highly refined customer service and interpersonal communication skills.
TYPICAL DUTIES
Coordinates, schedules, and plans the usage and client services of the conference center facility at the County Office of Education
Receives and reviews conference center reservation requests; schedules meetings, inservices, conferences, ceremonies, sporting, cultural arts, and special events; confirms conference center schedule and services with clients
Plans and directs other conference center staff and participates in the preparation of conference center facilities to best meet the particular needs of each client;
Determines furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and/or security; ensures equipment and services are provided as requested and resolves any related problems
Consults with current and potential facility clients in person and by telephone to clarify conference request, provide advice regarding services for audio, visual, sound, and lighting equipment, explain services available and their costs, and interprets related County Office policies and procedures
Enforces health and safety codes related to the conference center facility and its services
Maintains a variety of files and records and prepares statistical and routine reports related to conference center facility operations and equipment
Prepares invoices for conference center clients; monitors payments received/not received; logs payments, and arranges for special payment schedules
Orders equipment, materials, and supplies as needed and within established budgetary guidelines
Develops routine operational and/or administrative procedures for the most effective and efficient utilization of the conference center facility
Acts as a resource person to County Office personnel, outside organizations, and other potential clients regarding all aspects of facility and accompanying services
Performs job-related duties as required.
EMPLOYMENT STANDARDS
Possession of:
A valid and appropriate California Driver's License
A driving record which meets the County Office of Education's insurance requirements
Knowledge of:
The proper operation of computer and electronic audio, visual, sound, and lighting equipment
The principles and techniques related to conference, special event, and meeting planning, facility selection and set-up, and food and beverage management
The principles of marketing and promotion
Service requirements for a variety of conference, meeting, entertainment, industrial, sports, cultural arts, and recreation events
Proper English usage including punctuation, grammar, and sentence structure
Basic mathematical skills including addition, subtraction, multiplication, and division
Ability to:
Understand and carry out a variety of instructions in an independent manner
Learn the County Office's policies and procedures related to conference center facility operations and usage
Effectively schedule, organize, and prioritize conference center facilities for professional meetings, cultural arts, and special events
Effectively and tactfully communicate in both oral and written form
Quickly identify problem areas or situations, effectively evaluate problem causes and resolutions
Perform accurate mathematical calculations for determining costs, conference center usage, and attendance monitoring
Develop and maintain a variety of accurate records and prepare reports
Market and promote the facilities and services of the conference center
Operate a variety of audio, video, sound, and lighting equipment
Meet physical requirements necessary to safely perform assigned functions
Serve in a lead capacity and direct the work of others
Establish and maintain effective work relationships with those contacted in the performance of required duties.
TRAINING AND EXPERIENCE
Generally, the required knowledge and abilities will have been acquired during at least one (1) year of directly related experience coordinating and planning meetings, conferences, special events and related services for a conference center facility in an educational services or non-profit agency.
Bargaining Unit: Office, Technical, and Business Services (OTBS) Unit
Approved by the Personnel Commission: 08/01/84
Revised: 07/02/85, 01/17/85, 03/30/92, 10/27/92, 07/05/00