Event Coordinator, PT

Job Title Event Coordinator Location Fort Worth TX Job Type Part Time Non Exempt hourly Department Riley Center Reports To Events Management Supervisor Date 3182026 Last Revision Standard of Christian Commitment The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College possess a clear understanding of Southern Baptist heritage and culture and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message Southwestern Seminary an entity of the Southern Baptist Convention is a confessional institution While the Seminary serves the larger evangelical Christian community employees must embrace the values and standards the Seminary represents as it fulfills its mission of shaping Christian leaders within our denominational context Since duties of this position require the employee to represent the Seminary to prospective and current students candidates must abide by the Seminary bylaws the Employee Handbook and the current edition of the Baptist Faith and Message as a condition of employment Job Description Job Summary The Event Coordinator is responsible for planning organizing and facilitating conferences and events providing comprehensive support both in the lead up and on site during the event This role includes coordinating with all event stakeholders contractors and vendors and overseeing logistics to ensure seamless execution and high quality experience for all participants Key Responsibilities Communicates professionally with clients by phone in person and via email in a clear manner to manage event inquiries and requests while maintaining timely responses and consistent communication throughout the planning processCollects detailed information for each event to support accurate scheduling planning and operational coordinationDetermines accurate participant count; books meeting rooms based on event capacity and program needsCreates and manages event contracts to ensure all details are accurately documentedPlans and coordinates all details such as room setups catering needs and audio visual device requirements to successfully execute meetings and conferences in alignment with client expectationsResponds promptly to client calls and emails related to meeting setups catering audio visual etc and maintains consistent follow up until requests are resolved or escalatedClearly communicates confirmations to the proper departments to ensure coordinated execution of all event logisticsMaintains accurate event schedules and ensures all event preparation tasks are completed in a timely manner prior to scheduled meetings and conferencesEnsures that meeting rooms are set up with requested amenities and verifies readiness prior to scheduled event start timesWelcomes all clients to the Riley Center and provides information regarding room locations conference information and Southwestern Baptist Theological Seminary SWBTS campus informationAddresses new requests of hosts before and during meetings while maintaining event schedules and operational standardsEscalates complex booking issues to the Event Management Supervisor for immediate resolution when necessaryEnsures overall client satisfaction through attentive service proactive communication and problem resolutionObtains client feedback and makes appropriate changes for improvement and future service enhancementProvides accurate billing information and verifies event related chargesWorks in coordination with the Administrative Assistant to oversee deposit tracking invoice distribution and the maintenance of accurate financial records associated with events and facility servicesHandles sensitive and confidential information with discretion and professionalismMaintains regular and reliable attendance adheres to established work schedules and demonstrates flexibility to support events that may occur outside standard office hours as required by event operationsDemonstrates commitment to personal and professional growth in leadership and ministry effectiveness consistent with the mission of the institutionPerforms other related duties as assigned and specific to the area of responsibility in support of departmental and institutional goalsSpecific Skills and Qualifications A High School Diploma or GED required; Bachelors degree in event management hospitality or related field preferredTwo three years of combined experience in leadership or project management coordinating functions or conference and event planning experience preferredStrong organizational skills attention to detail and the ability to manage multiple tasks and deadlines independently Excellent written verbal and interpersonal communication skills with the ability to collaborate manage conflict and engage cross culturallyProficiency in Microsoft Office required; experience with EventPro Zoom and CRM databases preferred Basic understanding of finance accounting and data interpretationCommitment to a maximum of 28 hour weekly schedule with flexibility for early mornings evenings and weekends as needed Must provide proof of US work authorization and identity; background MVR and credit checks may be required Work Environment Physical Requirements Office Environment May be required to reach above shoulder level for organizational tasks eg retrieving files from upper shelves bend stoop or reach to access lower or upper shelves Ability to sit and stand for extended periods of time and move about to the office to interact with other staff membersAbility to use a computer and near visual acuity in reading written documents and statistical data Exchanges information by telephone computer in writing and in personAbility to traverse campus for meetings and talk to groups while doing soModerate Lifting Occasionally transports 20 30lbs of parts and equipment across short distances by various means eg carrying by hand cart golf cart to accomplish tasksAbility to withstand the heat and cold of the north Texas climate Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job Duties responsibilities and activities may change at any time with or without notice to employees Southwestern Baptist Theological Seminary will reasonably accommodate qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the institution Contact human resources HR with any questions or requests for accommodation About Southwestern Baptist Theological Seminary Southwestern Baptist Theological Seminary established in 1908 under the visionary leadership of BH Carroll was born out of the urgent need for trained ministers in Americas rapidly growing Southwest Initially part of Baylor University the seminary became an independent institution in Waco before relocating to Fort Worth in 1910 Carrolls unwavering commitment to orthodoxy gospel centered education and the Great Commission shaped the seminarys mission Training God called men and women for ministry Southwestern has an expansive academic program training pastors missionaries and ministry leaders in theology missions evangelism music and worship and education Today it stands as a beacon of faithfulness equipping generations to serve Christs church globally