Associate Director of Auxiliary Services

at  Everett Community College

JOB SUMMARY/BASIC FUNCTION:

Provide Associate Director-level support to the Director of Campus Operations. Support includes effective coordination and oversight of events and space management functions, marketing and revenue-generating efforts, and meeting the logistical needs of clients, departments, and the community while advancing EvCC’s strategic plan and equity goals.

MINIMUM QUALIFICATIONS:

Education and Experience:(Any equivalent combination of Education and Experience)

• Four years of relevant experience and/or education in event coordination, project management, customer service, or a related field, involving direct interaction with clients, logistics planning, and coordinating diverse functions to ensure seamless service delivery.

Demonstrated Knowledge, Skills, and Abilities:

• Strong project management and coordination skills, with the ability to manage multiple projects simultaneously in a fast-paced environment.
• Excellent written and verbal communication skills, capable of conveying information clearly to diverse audiences.
• Consistent attention to detail and accuracy, ensuring high standards in all tasks and responsibilities.
• Ability to effectively collaborate with various campus departments, external organizations, and stakeholders, fostering positive relationships.
• Strong problem-solving skills, including the ability to de-escalate challenging situations and refer issues to the Director when necessary.
• Proven ability to prioritize tasks and manage time efficiently, balancing personal workload with departmental needs.
• Ability to work independently, managing projects and tasks with minimal supervision while adapting to changing priorities.
• Proficiency in using technology tools and software for reporting, data analysis, and event coordination.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in a relevant field such as Business Administration, Hospitality Management, Communications, or a related discipline.
• Project Management Professional (PMP) certification or similar project management certification.
• Experience with advanced Microsoft Excel functions, including reporting, data analysis, and formulas.
• Familiarity with technology programs such as Google Workspace, Adobe Sign, Event Scheduling software, and schematic software.

Event and Conference Services

• Respond to inquiries through various channels (phone, email, etc.) regarding use, pricing, and billing of rental facilities and event coordination for internal and external groups.
• Coordinate and lead conference services and space management logistics meetings with clients and campus departments.
• Assist clients by providing information on technical, security, and other requirements; support problem resolution and refer to appropriate departments when necessary.
• Collaborate with the Director on complex or unique logistical needs related to event and space management plans.
• Assist with negotiating facility use contracts, arranging food and beverage services, ordering supplies and audiovisual equipment, and ensuring appropriate decor (e.g., floral, linens, color schemes) to meet renters’ quality expectations.
• Promote Conference Services and EvCC facilities to the campus and surrounding communities.
• Provide backup support for moves, event setup, and teardown as needed.

Motor Pool

• Provide direct day-to-day management and oversight of the motor pool function.
• Assist college employees with van reservations and usage, ensuring a smooth process.
• Check out and check in vans each morning, including keys, credit cards, and receipts, and verify that no items are left behind in the vehicles.
• Develop and streamline van usage forms and processes to enhance efficiency.
• Coordinate car and van rentals with external rental agencies.

Auxiliary Services

• Assist with the administration, compliance, and performance of Auxiliary Services vendor contracts.
• Manage and update web content and marketing information for the Auxiliary Services department.
• Prepare reports and assessments to recommend process and service improvements.
• Handle purchasing and procurement for the department, including processing credit card transactions, invoicing clients, and reconciling the budget.
• Coordinate with logistics for the disposition of surplus furniture.
• Conduct regular campus furniture inventories and upload related data into the system.

Personnel Management

• Provide guidance and support to assigned personnel.
• Make recommendations concerning hires or terminations, as necessary.
• Evaluate assigned staff, handling discipline and the annual review process for administrative, professional, and support staff.
• Recommend and approve professional development opportunities for support and professional staff.

General Duties

• Ensure compliance with safety guidelines for moving furniture and event setup and teardown.
• Lead, participate in, or coordinate projects, committees, or task forces as assigned by the Director or Associate Vice President.
• Perform other administrative tasks as directed by the Director or Associate Vice President to support departmental operations and meet the needs of the campus.