Conference Center Technician

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.