Conference and Event Coordinator

Job Description

Job Description

This position is to start January 5th. We will be interviewing for this role beginning late November.

The Conference and Event Coordinator is responsible for managing scheduling, coordination, and support of internal and external events. This role requires effective use of the Event Management System (EMS) software to maintain accurate booking information and provide professional communication with both campus departments and external clients.

The Coordinator will also take the lead on events in athletic facilities and support specific departmental event needs across campus, including direct, hands-on assistance with event setup and execution.

General Duties and Responsibilities

● Event Scheduling and Management

○ Enter, update, and maintain all internal and external event bookings in EMS software.

○ Process adjustments and cancellations in a timely and accurate manner.

○ Ensure event details are consistent with College policies and procedures.

● Client and Departmental Support

○ Serve as the primary point of contact for internal clients, providing outreach, ongoing communication, and account maintenance.

○ Coordinate with internal departments to support programmatic and operational needs for events.

○ Lead planning and execution for events in athletic buildings and other designated campus facilities.

● Event Coordination and Setup

● Required to help with events as needed, which means that weekly schedules will vary based upon the department’s needs

● Provide hands-on support with event setup, teardown, and logistics as needed.

○ Please Note: these duties may occur on nights and weekends.

● Communicate effectively with facilities, dining, athletics, IT, and other partners to ensure successful event outcomes.

● Monitor event progress, address on-site needs, and troubleshoot issues as they arise. 

● Ensure event spaces are prepared and returned to their standard configuration.

● Administrative and Operational Support

○ Maintain accurate records of contracts, agreements, and event documentation.

○ Track and report event activity, including usage of athletic and other campus facilities.

○ Assist with billing, invoicing, and financial reconciliation for external client events.

Qualifications

● Prior experience in event planning, conference services, hospitality, or facilities/event setup strongly preferred.

● Proficiency with event management software (EMS or equivalent), Google Workspace (Teams, Chat, Sheets, Docs, etc), and Zoom

● Strong organizational skills and attention to detail.

● Excellent communication and interpersonal skills; ability to build and maintain professional relationships.

● Ability to work evenings and weekends as needed for event coverage.

● Physical ability to support event setup, including lifting up to 50 pounds, moving furniture, and assisting with room configuration.

Working Conditions

● Office and campus-based environment with regular event-related activity, which may be indoor or outdoor.

● Requires ability to walk, stand, bend, and lift during event setup and teardown.

● Flexible schedule required to meet the demands of events.

Aquinas College, an inclusive educational community rooted in the Catholic and Dominican traditions, provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. 

Aquinas College is recognized as the exceptional Catholic liberal arts college that prepares individuals for careers of leadership and service in developing a sustainable and just global community.  Aquinas College is recognized by its values: Faith, Service, Learning and Community. 

Aquinas College prides itself as a leader in sustainability, and this requires the participation of every member of the college community.  In this regard, employees and their supervisors are expected to engage in the process of “appreciative inquiry” to identify ways that each position can advance sustainability in the employment experience.

In the performance of their respective tasks and duties, all employees are expected to conform to the Aquinas College Service Statement:

The College serves our community with excellence and respect through an institutional commitment to quality, accountability, cooperation, professionalism and responsiveness.

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Equal Employment Opportunity Statement:

Aquinas College is an equal opportunity employer and an inclusive educational community rooted in the Catholic Dominican tradition. Aquinas College provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. Aquinas College values: Faith, Learning, Service and Community.

Aquinas College offers an excellent benefits package that includes affordable medical, dental, and vision plans, generous paid vacation each year, ample paid holidays, paid sick time and short-term disability, and college-paid life and AD&D insurance. Additionally, Aquinas employees and their dependents are eligible for free tuition at Aquinas after one year of full-time employment.