Job Details

Events AV Coordinator

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 03/10/2020

Please apply for this job through our company career portal: https://lewisandclark.wd5.myworkdayjobs.com/staff/job/Undergraduate-Campus/Events-AV-Coordinator_R-001079

About the Position
The Events AV Coordinator provides exceptional customer service for over 1,500 events scheduled annually on the Lewis & Clark Undergraduate and Graduate Campuses, providing AV support to meet the needs of students, faculty, administration and external clients. The Events AV Coordinator is responsible for the management of the office’s daily operations, assuring high standards of service are met. This entails managing the year-round audiovisual services offered to event clients; responsibilities of hiring, training, and supervising 10+ student AV tech staff; conducting set ups and tear downs; troubleshooting and maintaining equipment; scheduling and overseeing external AV technicians/companies when additional labor is required; as well as providing AV consultation services to the Office of Conferences and Events’ sales managers.

As the primary point-of-contact, the Events AV Coordinator manages the efforts and usage of AV equipment and systems for event functions including, but not limited to, concerts, conferences, fundraisers, lectures, meetings, symposia, weddings, memorial services, etc. The Events AV Coordinator also assists our summer conference and other rental clients with their daily audiovisual equipment needs on campus.

We are looking for an individual with a blend of technical, organizational, interpersonal, and management skills. The individual is a detail-oriented, experienced professional with AV technical expertise who is a self-starter. The ability to work both independently and as part of a team environment is required. The Events AV Coordinator is expected to lead their team with compassion, composure under pressure, and positive communication. This position requires working various shifts, including day and night shifts, as well as occasional weekends.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.
The current collective bargaining agreement can be found here: https://www.lclark.edu/live/files/29131-lccssa-bargaining-agreement-2019-2022.pdf

What You'll Do
In addition to the requirements for personal conduct which are common to all positions within Lewis & Clark College, the following duties outline the major factors of the position. They are not all-inclusive, do not set a priority sequence, or establish a ratio of work to be performed. They may vary in importance and may be altered within the general framework of the primary function to satisfy changes in departmental activity.

Working full-time in a shared office space with a variety of student staff, the duties include:

Planning and Overseeing Delivery of Audiovisual Services for Live Events
Consistently provide exemplary service as measured by customer feedback
Regular, effective communication with a high-volume of faculty, staff, students, external clients, and vendors regarding audiovisual services, policies, procedures, fees, and requirements for successful events at Lewis & Clark
Assist Office of Conferences and Events staff and the Music Department’s Performance Events Coordinator to develop sales quotes for audiovisual services; liaison between Events staff and external clients planning events with AV requirements
Gather event requirements and design AV solutions that exceed the client expectations
Determine necessity and hire outside contractors to run AV equipment including light, audio, video, PC, Mac, PowerPoint, and Zoom conference software
Work with the Office of Conferences and Events sales managers to coordinate summer conference and youth camp schedules. Interact with summer conference/youth camp clients to provide their daily AV necessities. Oversee summer student AV staff assisting in providing summer conference/camp needs
Use communication appropriate to audience delivered in a friendly and courteous manner with a consistently positive attitude

Supervising AV Tech Staff
Recruit, hire and manage a diverse array of student employees coming from around the world to study at Lewis & Clark
Develop and conduct student employee training in areas such as customer service, business operations, how to operate permanent and portable AV equipment, inventory management, maintenance, repair, and the use of EMS Campus for AV equipment orders
Maintain student employee schedules to provide coverage during hours of operation
Manage AV work calendar (Google calendar), scheduling student employees and external vendors as needed

Managing Fieldwork
Coordinate the audio-visual aspect of events with all stakeholders, including presenters, coordinators, outside contractors, Office of Conferences and Events, and various College service representatives
In EMS Campus review room reservations daily for AV needs, and assist clients with those reservations
Schedule in EMS Campus the audiovisual set up and tear down work instructions
Communicate set up and tear down work schedule with Office of Conferences and Events to ensure workflow is timed with other event production schedules
Timely and accurate set-up and strike of equipment for client functions
Train clients on how to operate and use smart classroom instructional technology
Troubleshoot and correct event AV issues
Work with the Information Technology (IT) department to reserve computers, conference phones, cameras, etc. for events
Provide event support, in select situations, when an event coordinator is not on site
Oversee work of outside AV contractors hired for concerts or special events

Maintaining Audiovisual Inventory
Maintain records, logs, and inventories to communicate event, equipment, and maintenance issues
Maintain well-organized AV inventory in all storage areas
Manage key inventory and access for AV storage closets
Contribute to the design of media enhancements in venues, including meeting rooms, student center spaces, facilities, and common spaces
Work with Information Technology (IT) to recommend, design and build AV standard solutions
Maintain security of portable AV equipment and Crestron user passwords for access to select multimedia presentation systems
Diagnose and repair hardware issues, engage vendors as required
Prepare proposals for AV equipment replacement

Managing Office Operations and Other Responsibilities
Responsible for the day-to-day operations of the office which includes providing AV support to events scheduled year-round, prioritizing the use of resources, assessing potential event risks, bookkeeping and managing office purchase card
Review and update departmental policies, job training materials, reservation and checkout procedures, AV equipment rental pricelists
Perform problem root cause analysis and assist with implementing countermeasures to reduce incidents
Create and upkeep Standard Operating Procedure (SOP) books for all AV venues
Ensure insurance documents and licensing for AV contractors working at
Lewis & Clark are current
Process AV contractor invoices, track budget expenditures, maintain financial records, and generate ad hoc reports
Completes projects and other duties as assigned

Must Haves
Associate’s degree or two years of college coursework or specialized training in the field and 5years of directly related job experience (w/ AA or 2 yrs coursework OR Bachelor’s degree and 3years of directly related job experience (w/ BA).
Minimum of (2) years of progressively responsible work experience providing AV services; must have a wide variety of basic knowledge in audio, video, lighting, staging and overall sense of vision to complete a successful live event
Individuals qualifying for this position will have a blend of technical, organizational, interpersonal, and management skills
Advanced knowledge and troubleshooting abilities of Mac/PC computers and AV technologies
Live event audiovisual work experience
Minimum (1) year experience troubleshooting, repairing and operating fixed and commercial portable light and sound systems
Knowledge of audio and video design and installation
Ability to empathize with clients of varying technical skill levels
Work independently and in a team environment
Persuasive leadership skills, personal and professional integrity, maturity, and independent judgment, and the ability to operate autonomously and make strategic decisions
Must have organizational and project management skills to establish schedules and workflows to efficiently manage a job; proven experience managing multiple projects simultaneously
Qualities of creativity, flexibility, self-motivation, accountability, high energy, and a positive attitude
Meticulous attention to detail and excellent proofreading and editing skills
Excellent interpersonal, verbal and written communication skills
Foster Lewis & Clark success through a professional appearance, being courteous to clients and associates, and by exhibiting a positive attitude
Demonstrate the ability to provide excellent customer service so clients feel comfortable and desire to re-book future events at Lewis & Clark
Demonstrate intermediate abilities on PC computer using Microsoft Office Suite (Excel, Word, PowerPoint) and Google cloud software
Experience hiring, training, and supervising staff
Demonstrate the ability to work and promote a team environment
Demonstrate the ability to provide instruction and direction to other team members
Ability to maintain confidentiality with sensitive client and internal information
Must be open to fluctuation of the work schedules and event calendar
Have valid Motor Vehicle Operator’s License and be able to achieve the Lewis & Clark Driver’s Training and Clearance certification (see Driver’s Clearance information on http://www.lclark.edu/offices/transportation_and_parking/rental/)

Nice to Haves
A Bachelor’s Degree in Educational Technology, Audio Engineering, Music Production or similar field
AV production support for corporate, education, and/or non-profit events: 5 years
Live event production support: 4 years
Customer service or sales experience preferred, in addition to the about desired experience
Intermediate skills using video editing software, such as iMovie
Experience with performance sound system, Crestron system, light board, digital cameras, videography, conference phones, Zoom conference software, AV editing software, and EMS Campus scheduling software
Experience delivering AV services for high-profile events in a higher education setting
Knowledgeable of Portland-area AV contractors and vendors; Experience negotiating with and hiring AV contractors
Familiarity with the Americans with Disabilities Act (ADA) and Universal Design in the context of planning AV services for conferences and special events
A broad grasp and appreciation for the liberal arts education, and the nature of curricular and co-curricular programming in higher education

Work Schedule
37.5 hours per week
Benefits Eligible: Yes

Pay Rate
LCCSSA Grade 16 Step F
$25.64 per hour

Physical Requirements
Ability to quickly walk to College venues across the three campuses, lift and move a minimum of 40 lbs., walk up/down flights of stairs, and sit for long durations, repetitive hand movements (e.g., typing), seeing, talking, hearing.

Complete details: https://lewisandclark.wd5.myworkdayjobs.com/staff/job/Undergraduate-Campus/Events-AV-Coordinator_R-001079