40 Hours | Flexible schedule to meet department needs; may include evenings and weekends.
Position Summary
The Events Manager handles all aspects of event planning, from event production and coordination to communication of event details to potential attendees and other MCC stakeholders, to overseeing logistic details, including onsite technical and operational support, to working on event budgets and reporting. This highly-collaborative, organized, and high-profile position works with individuals throughout the College to ensure each event is effective and well-run so that event and meeting attendees have an exceptional experience.
Essential Job Functions and Responsibilities
Coordinate various conferences and special events serving the College and the community - both for internal audiences and for external groups
Provide input and guidance on recommended event logistic needs, including room layout, linens, décor, catering, and other event/meeting resources
Communicate and collaborate with other college support departments (A/V, Custodial, Catering, Food Service, Campus Police, etc.) to ensure comprehensive event support and resources are in place
Oversee onsite and virtual event logistics, with support from the Director of Conference and Event Services
Provide onsite hands-on event support, including catering replenishment and audio-visual services navigation
Assist with operations of event logistics, including setup and tear-down, to ensure smooth event execution
Work with the Office of Marketing and Public Relations to create, order, and place event programs, materials, and all event signage to enhance the attendee experience
Create and handle online registration systems (Eventbrite, Lumens) for meetings and events, including the College's centers of innovation: Liebman Institute for Science Innovation, Center for Agrarian Learning, and Foglia Center for Advanced Technology and Innovation); communicate to registered event attendees prior to events; respond to event inquiries
Coordinate all pre- and post-event communications, working with the Office of Marketing and Public Relations to coordinate appropriate marketing vehicles
Follow up with all event inquiries that come into the College in a timely manner
Support the Director of Conference and Event Services with event analytics and reports
Support the Director of Conference and Event Services with all customer relationship management (CRM) processes for event attendees
Support special event promotions for MCC's Planetarium, the Liebman Institute for Science Innovation, the Center for Agrarian Learning, and the Foglia Center for Advanced Technology and Innovation with materials, event schedules, and marketing support (in partnership with the Office of Marketing and Public Relations)
Maintain database of conference participants, exhibitors, presenters, etc. for multiple conferences, managing, analyzing, and parsing data for standard and custom reports, and with an eye towards improving future events
Facilitate exhibitor registration for conferences throughout the year; act as primary point of contact for exhibitors/vendors
Process advance and day-of registrations for special events and conferences; make financial deposits in Registration Office
Develop contracts and agreements for event presenters/speakers, and complete payment request forms
Support noncredit course and event registration through online registration system
Create and review event marketing materials; maintain online event calendar and digital signage support
Work with the Director of Conference and Event Services to identify, develop and compile new conference and event evaluation process
Maintain supply inventory; order office and event supplies as needed
Coordinate check-out and use process for MCC tablecloths and event signage
Make determination regarding suitability of requests for use of College facilities (at Crystal Lake Main Campus and the University Center in Woodstock) as it relates to the College mission, using College policies
Serve as a primary contact for rental clients, coordinating all inquiries and bookings, and preparing and overseeing rental agreement contracts
Provide information on MCC conference and event rental procedures to internal departments and external groups through various communication channels
Maintain an exceptional relationship with event vendors and other event partners to provide event services within budget and at the highest level of quality required
Coordinate activities related to Board Policy on Campaigning and Solicitations on Campus
Represent the Conference and Event Services team at meetings and provide input regarding the use and availability of college facilities
Perform other job-related duties as assigned by immediate supervisor
Required Qualifications
At least three years of related experience planning and coordinating events and/or meetings
Knowledge of role of events within the college environment
Experience managing onsite event needs and logistics
Must be available to work a flexible schedule based on department and event needs
Proficient in sales management and customer relationship management (CRM) databases
Equal Employment Opportunity
McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to diversity and inclusion in its college community. To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at AskHR@mchenry.edu.
