Event Coordinator - State Program Administrator

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Working Title:

Event Coordinator - State Program Administrator

Institution:

Hennepin Technical CollegeManagement Analyst 1

Bargaining Unit / Union:

214: Minnesota Association of Professional Employees

City:

HENN - Brooklyn Park Campus

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$23.63 - $34.18

Job Description

Position Overview: The Event Coordinator is responsible for organizing and managing all logistical planning as well as overseeing and executing  events at HTC facilities, including the Brooklyn Park and Eden Prairie locations. This role serves as the primary point of contact for both internal and external customers, managing the event process from initial inquiry through execution. Key duties include overseeing facility use agreements, invoicing, maintaining accurate usage records, and ensuring successful event delivery. The Event Coordinator utilizes the event management system (EMS) to facilitate reservations and serves as the on-site coordinator for evening and weekend events.

RESPONSIBILITIES AND RESULTS
1. External Event Coordination
Objective: Promote HTC event services and venues to potential users, managing events ranging from small, single-day gatherings, to large, multi-day conferences.

Responsibilities:

• Assess client needs for space rental, event setup, audio/visual equipment, and other requirements.
• Conduct facility tours, negotiate terms, and process facility use agreements.
• Ensure compliance with insurance requirements and manage invoicing for external clients.
• Oversee venue readiness and coordinate, oversee, and manage all teams involved in event services to ensure successful execution.
• Collaborate with the Marketing and Communications (Marcom) team to ensure appropriate promotional and communication strategies are implemented.

Key Performance Indicators (KPIs): 

• Events are posted to the scheduling software within 24 hours of confirmation. 
• Contracts are accurately prepared and executed, including proof of liability insurance.
• Contracts are entered in Workday for invoicing after each event
• Effective procedures are established for scheduling, billing, and collections.
• Customer complaints are addressed and resolved during the event or within 3 business days post-event.

Priority: Essential Percent of Time: 50%

2. Internal Event Support
Objective: Collaborate with college stakeholders to lead and support internal events, ranging from small meetings to large, multi-day activities.
Responsibilities:

• Assess stakeholder needs for event setup, audio/visual equipment, and other logistics.
• Meet with stakeholders to review requirements, ensuring venue readiness and seamless event delivery.
• Facilitate communication between internal teams, ensuring alignment on event objectives and deliverables.
• Ensure the Marketing and Communications (Marcom) team is involved for internal promotion and communication.
• New employees receive training on proper event setup.
• There is communication with concession vendors to ensure smooth operations.

Key Performance Indicators (KPIs):

• Events are posted to the scheduling software within 24 hours of confirmation. 
• Clear procedures are established for internal marketing and communication with stakeholders. 
• Internal stakeholders are notified of deliverables and timelines, with roles clearly understood. 
• Stakeholder complaints are resolved during the event or within 3 business days post-event.
• Annual event calendar for internal and external events is created and shared with internal stakeholders

Priority: Essential Percent of Time: 25%

3. Financial Reconciliation and Reporting
Objective: Work with Business Office to balance and reconcile accounts and solve any scheduling or billing issues. Prepare reports and compile data relative to the reservations of venues as requested. Conduct customer survey and utilization reports to be used to better understand overall customer satisfaction and utilization. Prepare for, attend, and participate in regularly scheduled facility event meetings. 
Responsibilities:

• Collaborate with the Business Office to balance and reconcile accounts and resolve scheduling or billing issues.
• Prepare reports and compile data related to venue reservations as requested.
• Conduct customer surveys and create utilization reports to enhance understanding of customer satisfaction and usage trends.
• Prepare for, attend, and actively participate in regularly scheduled facility event meetings.

Key Performance Indicators (KPIs):

• Accurate billing and record-keeping.
• Effective collaboration with Business Office staff.
• Completion of customer surveys and utilization reports.
• Fair and courteous assistance provided to customers regarding questions and complaints.

Priority: Essential Percent of Time: 15%

4. Equipment Monitoring and Maintenance
•    Objective: Monitor use of the venue equipment and ensure it is in proper condition for use. Gather information and assist director in preparing reports for equipment and other budgetary needs to be presented as needed. Research new equipment needs and prepare and maintain records for equipment
Responsibilities:

• Monitor the use of venue equipment and ensure it is in proper condition for use.
• Gather information and assist the director in preparing reports on equipment and budgetary needs for presentation as required.
• Research new equipment needs and maintain accurate records for existing equipment.

Additional Expectations:

• Act as the designated on-site coordinator for evening and weekend events, providing hands-on support to ensure smooth execution.
• Maintain accurate records of event usage, rental revenues, and client communications.
• Continuously improve processes to enhance client and stakeholder satisfaction.
• Build strong relationships with clients and internal stakeholders to promote repeat engagements and positive feedback.

Key Performance Indicators (KPIs):

• Development and tracking of an equipment replacement schedule.
• Prompt deactivation of non-functioning or unsafe equipment.
• Timely completion of equipment and facility inspections.

Priority: Essential Percent of Time: 10%
 

Salary Range:

$23.63 ($49,339) - $34.18 ($71,368)

Minimum Qualifications

• Proficiency in event management systems (EMS) or similar scheduling tools.
• Strong interpersonal and negotiation skills.
• Excellent organizational and time management abilities.
• Software skills sufficient to competently navigate Microsoft Word, Excel, Power Point, Publisher, Adobe Creative Suite, Access, and event scheduling software.
• Working knowledge of laws, rules, regulations, agreements, and contracts in event planning and marketing sufficient to maintain event compliance.
• Ability to work flexible hours, including evenings and weekends.
• Knowledge of audio/visual equipment and event logistics is a plus.
   

Preferred Qualification 

• Experience in event coordination or venue management.
• Familiarity with facility use agreements and invoicing processes.
• Strong problem-solving skills and ability to handle high-pressure situations.
• Knowledge of public address systems and other sound reinforcement equipment including set-up and operation.
• 5+ years’ customer service experience

Work Shift (Hours / Days of work)

Full-Time

Telework (Yes/No)

Yes

About

Founded in 1972, Hennepin Technical College is the largest technical college in Minnesota. With campuses in Brooklyn Park and Eden Prairie, Hennepin Technical College has a diverse student population of more than 9,500 and offers degree and non-degree coursework in over 45 programs. Achieving a 99% job placement rate within its network of industry partners, Hennepin Technical College prepares students for in-demand and high-paying employment opportunities Hennepin Technical College is a member of Minnesota State, which includes 30 community and technical colleges and seven state universities serving approximately 400,000 students. It is the fourth-largest system of two-year colleges and four-year universities in the United States.

Hennepin Technical College with campuses in Brooklyn Park and Eden Prairie is a member of the Minnesota State Colleges and Universities System. The college is strategically positioned to meet the economic and workforce development needs of business and industry throughout Minnesota. Hennepin Technical College faculty and staff are committed to preparing students to be successful in obtaining the education and skills that can result in employment and a career. Curriculum is industry validated and delivered in an environment that emulates the work setting. Students receive a well-rounded educational experience that gives them the skills and ability to secure the first job in their career as well as to advance in their career. For more information about Hennepin Technical College, please visit our website at: http://www.hennepintech.edu

NOTICE: In accordance with the Minnesota State Colleges & Universities (MnSCU) Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MnSCU’s vehicle use criteria and consent to a Motor Vehicle Records check.

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($150 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc.  We promote the health and well-being of our employees and take work/life balance seriously.

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc.  We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

08-04-2025

Position End Date:

08-05-2025

Open Date:

07-21-2025

Close Date:

08-04-2025

Posting Contact Name:

Dominique King

Posting Contact Email:

[email protected]