Conferences and Events Coordinator

Reporting to the Associate Director of Conferences and Special Events, the Conferences and Events Coordinator provides direct operational support for all conference and event operations managed by the department. Responsibilities include providing conference and event management services to ensure that all requirements are met; coordinating the use of facilities, communicating schedules to campus partners, and maintaining relationships with current clients. The Events Coordinator ensures that our service providers in dining, facilities, IT, and Public Safety have the information they need for all events to run smoothly regardless of size. Responsibilities Work closely with the Director and the Associate Director regarding event requirements and expectations of camps, conferences, and special events. Gather information for event proposals. Provide campus tours to clients and prospective clients. Provide input regarding appropriate space. Review contracts to ensure that venues are properly scheduled, approved, and set up. Coordinate and monitor services with partner departments (Dining, Public Safety, Facilities Management, Residence Life, Media Services, IT) prior to and during events, especially during the summer conference season and transitions at the beginning and end of summer. Manage keys and access card distribution/authorization. Manage inventory of linens and other supplies. Conduct event reviews as needed with partner departments to ensure a continued high level of service and customer satisfaction. Assign room blocks once residence halls are assigned. Plan, coordinate, publicize, and implement special events, conferences, and meetings. Coordinate electrical, air conditioning, custodial, stage set‑up, lighting, sound equipment, concessions, safety, security, medical, and personnel needs for each event. Serve as the main on‑site contact with clients during their events, addressing issues related to housing, facilities, dining, and other matters. Confirm schedules and rosters, distribute to appropriate on‑campus partners. Schedule student staff coverage. Manage operations of summer camp conferences and special events. Prepare occupancy reports and preliminary invoices. Monitor and manage the departmental email account and phones. Manage requests in Astra Schedule for the spaces that CASE schedules. Qualifications Bachelor's Degree in Hospitality, Business Management, Athletic Administration, or Sport Management (required). Master's Degree preferred. 1-3 years of work‑related experience in event planning. Problem solving. Strong oral and written communication skills. Basic level of proficiency with Website Content Updates. Intermediate level of proficiency with Microsoft Excel and Word. Proficiency with Microsoft Office PowerPoint, Event Guru, When to Work, Google Docs, and Department Databases such as Higher Reach and Astra Schedule. #J-18808-Ljbffr