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.

Budgetary Responsibility:  

Responsible for collaborating with the Coordinator of Professional Learning to review and allocate money to support the needs of the Conference Center. 

Report Preparation:  

Prepares reports at the request of the Coordinator of Professional Learning.

Equipment Operation: 

Computer, fax and copier, sound/lighting system.

Contacts: Vendors, service contractors, local business organizations, CCPS departments.

Work Direction:

Supports the work of catering, events and facilities staff and vendors when working/directing the special event. Assists staff, students and volunteers assigned to special event.

Decision Making: 

Requires independent decision-making. Supervisor’s approval is required when appropriate.

Formal Policy-Setting Responsibilities: 

N/A

Physical Demands: 

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.  The employee must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal indoor levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly; physical agility to bend, stoop, sit on the floor, climb stairs, walk and reach overhead. While performing the duties of this job, the employee is regularly required to use hands to lift, support, handle or feel objects, tools, equipment and/or controls; reach with hands and arms; and talk and hear. Must have the physical ability to set up and take down tables, chairs, production material etc. Specific vision abilities required by this job include close vision, distance vision and depth perception. The employee is required to stand, walk, sit and drive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment: 

While performing the duties of this job, the employee regularly works in a public school setting.  Travel is required within the school system and workplace.  The noise level in the work environment is based upon the event gathering and may be considered noisy.

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.