Facilities & Events Specialist

Typical Hours of Work:

Monday

• Friday 8:00 AM
• 5:00 PM.

Occasional nights/weekends are required depending on the schedules of the department. Screening will begin ASAP and continue until the position is filled. Start date to be determined, but as soon as practicable after the hiring/interview process.

Salary and Benefits:

This is a full-time, benefited Classified 4 level position.

Starting salary range:

$22.49

• $25.41/hourly, depending upon experience. Educational Benefits for the employees and dependents Tuition Reimbursement 15
• 18 Paid Holiday/Closure Days Three Paid Personal Days Healthcare/Dental/Vision/Life Insurance Generous Retirement Benefits
• 14.

62% Employer Paid/4% Employee Paid Paid Vacation and Sick Leave Onsite Childcare Center Professional Development Opportunities

JOB SUMMARY

The Facilities & Events Specialist is a full-time, benefited position, which is responsible for overseeing the scheduling, logistics, and coordination of campus facilities for both internal and external events at LCCC. This role involves managing reservations for campus spaces, ensuring resources are available, and coordinating with various departments to support seamless event execution. The Specialist serves as the primary point of contact for event organizers, providing guidance on facility capabilities, college policies, and services available.

ESSENTIAL FUNCTIONS

• this position is non-exempt and is eligible for compensatory or overtime pay provisions of the FLSA.

Coordinate facility scheduling and event management by overseeing space reservations, organizing event logistics, and ensuring compliance with college policies for effective and efficient use of campus facilities. Serve as the primary Facilities & Events facility scheduling contact. Execute and delivers facility scheduling for campus and community stakeholders by entering and coordinating booking requests, confirming facility availability, and collaborating with Services Areas to ensure accurate and efficient scheduling of college facilities and delivery of events services. Schedule and execute customer tours and planning meetings. Accurately input campus and community facility reservations into the College's room scheduling system, ensuring efficient and organized event planning. Generate Scheduling Agreements requiring signature, for community organizations, streamlining the event scheduling and confirmation process. Generate and distribute a weekly campus room schedule utilizing the College's room scheduling system and communicate scheduling and event services changes to appropriate campus support area. Provide event services by coordinating logistics, managing on-site support, liaising with clients, and ensuring facility readiness to create seamless and successful events. Ensure adherence to facility-use policies and addressing any violations when necessary. Provide comprehensive event support, during events and including pre-event AV setup, AV troubleshooting, and last-minute adjustments, to guarantee smooth event operations. Proactively resolve event issues independently or by collaborating with relevant campus resources, ensuring a seamless experience for campus and community clients. Serve as an after-hours and on-call events support resource during business hours, holidays, weekends, and evenings to ensure event success for campus and community partners. Generate and distribute bi-monthly Setup Notes by evaluating event reservations, room schedules, and working with customers. Produce setup diagrams to accompany setup notes. Update setup notes and diagrams in setup book and communicate changes to service areas as needed. Campus Collaboration

• Promote campus collaboration by working with departments to align event scheduling needs, coordinating shared space usage, and supporting interdepartmental events to foster a cohesive college community.

Coordinate with Building Services, Dining Services, Audio Visual Department, SPA Coordinator, and Campus Security to coordinate service areas to ensure events requirements are met. Work with Building Services Manager to coordinate event setup schedules and event services. Coordinate event schedules and event services logistics with the Facilities and Events Manager and Specialist, ensuring optimal resource allocation. Serves as the primary liaison between community customers and Dining Services, ensuring seamless communication and high-quality service delivery. Administrative access to the Dining Services online catering system to manage catering orders effectively. Perform daily status checks of catering orders to ensure accuracy, proactively communicate with customers, input provided headcounts and prepare printed orders for F & E accounts receivable invoicing. Verify that all Dining Services setup requirements are fulfilled and coordinate scheduling and setup of furniture for catering. Organize and attend catering planning meetings between Dining Services and customers to guarantee successful event execution. Serves as an advisor on campus event planning committees. Support department operations by assisting with logistical planning, maintaining scheduling systems, and coordinating resources to ensure smooth and efficient daily operations within the college. Collaborate with Manager to evaluate, determine, and implement facility scheduling and event services improvements.

Manage Event and AV Equipment Purchasing :

Conduct research, obtain quotes, draft purchase requests, and maintain detailed purchase records. Manage P-Card and Amazon Business accounts. Manage department AV equipment inventory. Other tasks may be assigned based on contemporary institutional needs .

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge Strong understanding of effective communication techniques, including active listening and managing escalated situations with confidence and empathy. Proficiency in personal computing applications with advanced knowledge of relevant software. To include but not limited to Outlook, EXCEL. Skills Demonstrated collaboration and communication skills to coordinate seamlessly across multiple service areas, ensuring high-quality event services for campus and community patrons. Skilled in assessing situations and selecting the most effective methods to serve customers. Highly organized and proactive, skilled at managing diverse communication channels (written, email, voicemail, one-on-one) with attention to detail, discretion, and sound judgment. Exceptional customer service skills, with clear and effective communication across various platforms, including face-to-face, phone, and electronic interactions. Skilled in interacting effectively with diverse groups of people. Abilities Capable of performing core job functions with professionalism, building rapport with tact and courtesy, accurately assessing needs, gathering essential information, and providing dependable follow-through. Able to work independently after-hours, identifying and utilizing campus resources to resolve issues as they arise. Able to transition smoothly between tasks and return to tasks as needed. Resilient under pressure and capable of meeting deadlines.

PHYSICAL/MENTAL DEMANDS

There may be occurrences of interacting with employees and/or students, past employees and/or students, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations While performing the essential duties of this position, an employee would frequently be required to move around the assigned work areas as well as within hallways, meeting rooms, and other parts of the campus facilities There may be multiple/daily instances of prolonged sitting, standing, and personal computer use, which would include keyboard and/or mouse usage as well as viewing a computer monitor An employee must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well

NOTE:

This position description is a general description; it is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of the College are expected to perform other tasks as assigned by their respective supervisor/manager regardless of job title or routine job duties.

Minimum Qualifications:

Associates Degree from an accredited college or university or in lieu of the educational requirement a minimum of two years of direct work experience related to the job duties listed and a high school diploma, GED, or equivalent. Two years of experience providing customer service or coordination assistance in a detail-oriented, computerized, and/or data-oriented environment. Experience with Word, Excel, Outlook, or equivalent. One year experience working with a database or databases. Experience in conference development activities.

Preferred Qualifications:

Bachelors degree from an accredited college or university in a business or a hospitality field of study, or, an equivalent framework of relevant experience in principal position responsibilities. Experience managing & overseeing conference and event development and executing events and activities. Experience managing facility scheduling and events activities within a higher education setting. If you are selected for the position, your appointment is contingent upon successful completion of a background check. LCCC reserves the right to end this employment agreement should the results of your background investigation not be successful.

LCCC DOES NOT SPONSOR H1B VISAS.

Equal Opportunity Employer Laramie County Community College is an EEO/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, national origin, religion, sex, pregnancy, marital status, age, physical or mental disability, or covered veteran status. The college has a designated person to monitor compliance and to answer any questions regarding the college's nondiscrimination policies.

Please contact:

Title IX, Title VI, and ADA Coordinator, Suite 205, Clay Pathfinder Building, 1400 E College Drive, Cheyenne, WY 82007, 307.778.1144, NDS@lccc.wy.edu . Contact information for the regional Office for Civil Rights is: Office for Civil Rights, Denver Office, U.S. Department of Education, Cesar E. Chavez Memorial Building, 1244 Speer Boulevard, Suite 310, Denver, CO 80204-3582, 303.844.5695, OCR.Denver@ed.gov . Updated 6/2025.

http:

//lccc.wy.

edu/ http:

//www.lccc.wy.edu/about/humanresources The mission of Laramie County Community College is to transform our students' lives through the power of inspired learning. Our over-arching goal is that our accomplishments as a community college will distinguish LCCC from others in the nation, in turn benefiting our communities and bringing pride to the Great State of Wyoming. Our core values include Passion, Authenticity, and the Desire to Make a Difference.