CENTRAL OREGON COMMUNITY CLG
Event Setup/Grounds Specialist
CENTRAL OREGON COMMUNITY CLG, Bend, Oregon, United States, 97707
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1. The Events Setup/Grounds Specialist position is responsible for coordinating with the COCC Foundation Director, and Administrative Assistant for event planning, set up, removal, facilitate staff necessary to carry out the necessary work for events. Works with Grounds Lead to schedule and facilitate Grounds or other Campus Services staff to assist as needed with event-related setup and teardown. Provides guidance to Grounds staff that have been assigned to assist with event setup and teardown.
2. This position also works with Campus Services Operations Coordinator to help schedule and perform office moves, relocation of college property, maintaining an inventory, storage, surplus, and disposal of office furniture. Works with Grounds Lead to schedule and facilitate Grounds or other Campus Services staff to carry out office moves and oversees the work. Provides guidance to Grounds staff that have been assigned to assist with office moves and furniture relocations.
3. In addition, this position works with Grounds Lead to provide assistance with Grounds tasks, including snow removal operations.
Essential Duties and Responsibilities Event Coordination:
Access, read, and organize event setup related work orders.
Acts as point of contact for event organizers.
Assists event organizer in determining that the event space is scheduled without conflicting events.
Ensure that the event space is restored to the original condition and ready for the next event setup.
Coordinates events power, water, grounds, etc. needs with Campus Services supervisors
Advises COCC staff and COCC Foundation of ways to streamline future events and coordination.
Office Moves/Furniture Coordination:
Collaborates with departments and individuals to facilitate and perform office moves.
Coordinate the inventory jointly with Campus Services Operations Coordinator; surplus and/or disposed of furniture and equipment in accordance with COCC’s policies and procedures.
Facilitates office move staffing with Grounds team.
Administrative Functions:
Develop weekly schedule of all planned events, office and furniture moves.
Responds to Events and/or office move work orders.
Ability to create event and wayfinding signage.
Maintain open communication with supervisor on a daily basis.
Other duties as assigned.
Grounds/Landscape Functions:
Provide assistance with routine maintenance and special projects.
Assist staff in snow removal operations, including operating equipment.
Assists Grounds during times of emergency, or other high priority needs as schedule permits.
Department Specific Knowledge, Skills, and Abilities Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
Demonstrated knowledge and understanding of college event setup procedures and use of facilities for college events.
Knowledge of planning and scheduling work activity based on events, office/furniture moves, and snow removal operations.
Effective interpersonal, organizational, and oral and written communication skills.
Ability to work independently and to use good judgment with respect to priorities and deadlines.
Ability to communicate effectively with students, staff, faculty, and community event organizers from diverse backgrounds.
Ability to operate campus vehicles and moving equipment.
Ability to operate snow removal equipment or be trained to operate equipment.
Ability to meet deadlines, set work priorities, and manage workload.
Ability to coordinate activities directly with both internal and external event organizers to ensure all event needs are met.
Ability to utilize independent critical thinking skills to determine the best path forward when encountering unexpected situations in potentially stressful pre-event situations.
Ability to access and use the colleges work order system and database systems which include Microsoft Office Suite, email, and modern office equipment.
Ability to create event and/or wayfinding signage.
Ergonomic Requirements This position is meant to be a 40-hour per week position, but working occasional nights and weekends due to event schedules is mandatory. While this position is overtime eligible, the goal is to provide a flex schedule to maintain 40 hours per week as much as possible. The Event Setup/Grounds Specialist typically attends the hosted event, and assists with last minute set-up changes and wrap-up as needed.
Physical demands on a daily basis which involve moving heavy equipment. There can be days that involve moving equipment or furniture for the entire day.
A flexible work schedule, including nights and weekends, is necessary due to the nature of the responsibilities.
Requires the ability to work outdoors, at times, in all weather conditions. Requires the ability to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 75lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Education:
High School diploma or equivalent.
Experience:
Four years’ experience with the communications, logistics, and physical aspects of event setup, office moves, or related work experience.
Equivalency Statement The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
All employees are required to successfully complete and pass a background screen, which includes a criminal history check.
Preferred Qualifications Education: No specific additional education required beyond minimum.
Experience:
Experience in a higher education setting.
Experience working with outside vendors and/or external community event organizers.
EEO Statement The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
Supplemental Questions Required fields are indicated with an asterisk (*).
* What is your highest level of education? No High School Diploma or GED
High School Diploma or GED
Professional Certification or License (not a degree)
Associates Degree
Bachelors Degree in Progress
Bachelors Degree
Masters Degree In Progress
Masters Degree
Ph.D. in Progress
Ph.D.
J.D.
M.D.
Other Doctorate Level Degree
* Please describe how you meet the requirement of four years’ experience with the communications, logistics, and physical aspects of event setup, office moves, or related work experience. (Open Ended Question)
* We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process. I meet all minimum requirements (education and experience) listed for this position.
I do not meet the minimum education degree requirement(s).
My degree is not in the required stated area(s).
I have less than the minimum years' experience in the area(s) required.
* As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process. (Open Ended Question)
* In support of COCC’s commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write) (Open Ended Question)
* Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload your DD214 and 215 (215 if applicable) or certification that you expect to be honorably discharged from the military within 120 days of certifying veteran status as supporting documentation. You will have the opportunity to upload the document(s) in the next step of this application process. Yes, I am a veteran
No, I am not a veteran
* If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position. (Open Ended Question)
* COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position? Yes
No
* The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College’s sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College’s sponsorship or support by the position’s start date? Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College’s sponsorship or support by the position’s start date.
No.
* Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC’s criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College Yes, I will provide my consent when requested
No, I will not provide my consent when requested
Required Documents
Resume/Vitae
Cover Letter
Optional Documents
College Transcript 1 (unofficial)
US Military DD 214
Human Resources Newberry Hall Bend, OR 97703 541-383-7216 MyHR@cocc.edu
#J-18808-Ljbffr
Apply for this Job
link/button. If you would like to bookmark this position for later review, click on the
Bookmark
link. If you would like to print a copy of this position for your records, click on the
Print Preview
link.
1. The Events Setup/Grounds Specialist position is responsible for coordinating with the COCC Foundation Director, and Administrative Assistant for event planning, set up, removal, facilitate staff necessary to carry out the necessary work for events. Works with Grounds Lead to schedule and facilitate Grounds or other Campus Services staff to assist as needed with event-related setup and teardown. Provides guidance to Grounds staff that have been assigned to assist with event setup and teardown.
2. This position also works with Campus Services Operations Coordinator to help schedule and perform office moves, relocation of college property, maintaining an inventory, storage, surplus, and disposal of office furniture. Works with Grounds Lead to schedule and facilitate Grounds or other Campus Services staff to carry out office moves and oversees the work. Provides guidance to Grounds staff that have been assigned to assist with office moves and furniture relocations.
3. In addition, this position works with Grounds Lead to provide assistance with Grounds tasks, including snow removal operations.
Essential Duties and Responsibilities Event Coordination:
Access, read, and organize event setup related work orders.
Acts as point of contact for event organizers.
Assists event organizer in determining that the event space is scheduled without conflicting events.
Ensure that the event space is restored to the original condition and ready for the next event setup.
Coordinates events power, water, grounds, etc. needs with Campus Services supervisors
Advises COCC staff and COCC Foundation of ways to streamline future events and coordination.
Office Moves/Furniture Coordination:
Collaborates with departments and individuals to facilitate and perform office moves.
Coordinate the inventory jointly with Campus Services Operations Coordinator; surplus and/or disposed of furniture and equipment in accordance with COCC’s policies and procedures.
Facilitates office move staffing with Grounds team.
Administrative Functions:
Develop weekly schedule of all planned events, office and furniture moves.
Responds to Events and/or office move work orders.
Ability to create event and wayfinding signage.
Maintain open communication with supervisor on a daily basis.
Other duties as assigned.
Grounds/Landscape Functions:
Provide assistance with routine maintenance and special projects.
Assist staff in snow removal operations, including operating equipment.
Assists Grounds during times of emergency, or other high priority needs as schedule permits.
Department Specific Knowledge, Skills, and Abilities Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
Demonstrated knowledge and understanding of college event setup procedures and use of facilities for college events.
Knowledge of planning and scheduling work activity based on events, office/furniture moves, and snow removal operations.
Effective interpersonal, organizational, and oral and written communication skills.
Ability to work independently and to use good judgment with respect to priorities and deadlines.
Ability to communicate effectively with students, staff, faculty, and community event organizers from diverse backgrounds.
Ability to operate campus vehicles and moving equipment.
Ability to operate snow removal equipment or be trained to operate equipment.
Ability to meet deadlines, set work priorities, and manage workload.
Ability to coordinate activities directly with both internal and external event organizers to ensure all event needs are met.
Ability to utilize independent critical thinking skills to determine the best path forward when encountering unexpected situations in potentially stressful pre-event situations.
Ability to access and use the colleges work order system and database systems which include Microsoft Office Suite, email, and modern office equipment.
Ability to create event and/or wayfinding signage.
Ergonomic Requirements This position is meant to be a 40-hour per week position, but working occasional nights and weekends due to event schedules is mandatory. While this position is overtime eligible, the goal is to provide a flex schedule to maintain 40 hours per week as much as possible. The Event Setup/Grounds Specialist typically attends the hosted event, and assists with last minute set-up changes and wrap-up as needed.
Physical demands on a daily basis which involve moving heavy equipment. There can be days that involve moving equipment or furniture for the entire day.
A flexible work schedule, including nights and weekends, is necessary due to the nature of the responsibilities.
Requires the ability to work outdoors, at times, in all weather conditions. Requires the ability to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 75lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Education:
High School diploma or equivalent.
Experience:
Four years’ experience with the communications, logistics, and physical aspects of event setup, office moves, or related work experience.
Equivalency Statement The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
All employees are required to successfully complete and pass a background screen, which includes a criminal history check.
Preferred Qualifications Education: No specific additional education required beyond minimum.
Experience:
Experience in a higher education setting.
Experience working with outside vendors and/or external community event organizers.
EEO Statement The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
Supplemental Questions Required fields are indicated with an asterisk (*).
* What is your highest level of education? No High School Diploma or GED
High School Diploma or GED
Professional Certification or License (not a degree)
Associates Degree
Bachelors Degree in Progress
Bachelors Degree
Masters Degree In Progress
Masters Degree
Ph.D. in Progress
Ph.D.
J.D.
M.D.
Other Doctorate Level Degree
* Please describe how you meet the requirement of four years’ experience with the communications, logistics, and physical aspects of event setup, office moves, or related work experience. (Open Ended Question)
* We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process. I meet all minimum requirements (education and experience) listed for this position.
I do not meet the minimum education degree requirement(s).
My degree is not in the required stated area(s).
I have less than the minimum years' experience in the area(s) required.
* As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process. (Open Ended Question)
* In support of COCC’s commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write) (Open Ended Question)
* Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload your DD214 and 215 (215 if applicable) or certification that you expect to be honorably discharged from the military within 120 days of certifying veteran status as supporting documentation. You will have the opportunity to upload the document(s) in the next step of this application process. Yes, I am a veteran
No, I am not a veteran
* If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position. (Open Ended Question)
* COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position? Yes
No
* The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College’s sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College’s sponsorship or support by the position’s start date? Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College’s sponsorship or support by the position’s start date.
No.
* Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC’s criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College Yes, I will provide my consent when requested
No, I will not provide my consent when requested
Required Documents
Resume/Vitae
Cover Letter
Optional Documents
College Transcript 1 (unofficial)
US Military DD 214
Human Resources Newberry Hall Bend, OR 97703 541-383-7216 MyHR@cocc.edu
#J-18808-Ljbffr