General Description

Participates in all efforts to publicize promotion of services and events at the Career and Technical Center at Hull. Provides secretarial support to the area of Professional Development. Performs moderately complex work within established procedures and standard practices. Work is performed under general supervision and requires coordination with others. Some specialized knowledge of the department's function and leadership initiatives is required. Contacts are made at all organizational levels within and outside the department. Plans, organizes, coordinates and facilitates all events; schedules and maintains communication with participants.

Essential Job Functions

• Provides daily management of events held at Thomas R. Fulghum Conference Center:
  
  • Reserves all meeting spaces for the conference center, maintaining the reservations process;
    
  • Coordinates logistics with all departments to ensure set-ups are handled properly and efficiently;
    
  • Develops business opportunities for the Career and Technical Center by meeting with potential clients, conducting tours and open house events.;
• Performs secretarial and administrative work required to ensure the efficient operation of the office, to include composing correspondence, preparing reports, ordering supplies and filing.
  
• Assists building visitors, handles telephone calls and mail.
  
• Responds orally and in writing to inquiries from within and outside the school system and directs calls to appropriate resources. Refers non-routine matters to the Coordinator of Professional Learning.
  
• Maintains appointment calendars and schedules meetings.
  
• Coordinates logistics for meetings, such as arranging rooms, equipment and materials.
  
• Establishes and maintains positive working relationships with other offices, schools and outside agencies.
  
• Plans and coordinates all arrangements necessary to execute special events for the Conference Center, including logistical set-up and volunteer coordination.
  
• Organizes special events, developing and monitoring event timelines and ensure deadlines are met.
  
• Schedules necessary support staff for each event, including but not limited to custodial staff, parking lot attendants, AV techs, and law enforcement officers.
  
• Provides direction and roles to the custodial staff the day of the event.
  
• Maintains an ongoing AM, PM, and weekend schedule for conference center staff to ensure each event has proper assistance.
  
• Coordinates the reservations for various events.
  
• Schedules and conducts walkthroughs and meetings to provide assistance during the event planning process.
  
• Oversees setup and breakdown of the conference center rooms by working directly with custodial staff.
  
• Attends events as a host/hostess and representative of Chesterfield County Public Schools to ensure setup and technology needs have been met..
  
• Provides audio and visual support to all events, i.e. projection systems, microphones, and wifi accessibility.
  
• Designs and develops suggested layouts through Social Tables Software to accommodate each event's individual needs, guest counts, and logistical details.
  
• Maintains room signage along with TV monitors for the conference center.
  
• Performs other duties as assigned.

Qualifications

Establish and maintain cooperative relationships with those contacted in the course of work; respond to sensitive matters and/or situations with discretion, tact, and confidentiality; coordinate complex projects and meet deadlines; prepare presentations and speak effectively in various public forums; utilize standard business and desktop publishing software. Ability to multitask; working knowledge of office operations and procedures; of business English and office equipment to include manual and automated filing systems. Working skill in the use of a personal computer, utilizing email and spreadsheet, word processing, database and presentation software (Outlook, Word, Excel, Access and PowerPoint preferred). Demonstrated ability to compose correspondence and edit work for proper grammar, spelling and punctuation, assemble data and prepare reports, charts and forms. Demonstrated ability to organize work; related policies and procedures; communicate effectively both orally and in writing; exercise good judgment and work effectively with all levels of the organization and the public.

Requirements

Any equivalent combination of experience and training, which would provide the required knowledge, skills and abilities. Two years of special event, sponsorship fundraising, marking, or experience in a related field preferred. Bachelor's Degree preferred. Must hold a valid Virginia Driver's license. This position requires the incumbent to drive. In accordance with Policy 5431, an employee who occupies the position and is assigned a district-owned or leased motor vehicle will be subject to annual driving checks and must maintain acceptable records pursuant to the standards set forth in the policy.

Applicants considered for employment must successfully complete the following background investigations/tests:

• Federal Bureau of Investigation (FBI) Criminal History Investigation
• State Police Criminal History Investigation
• Child Protective Services (CPS) Investigation
• Tuberculosis Screening/Test

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.