ConferenceServices Program Coordinator, #14-048
Conference Services
Summary:
Reporting to the Associate Director of Conference Services, the Conference Services Program Coordinator will be responsible for providing administrative and clerical support for the department, managing the office, coordinating the use of facilities and support servicesand fostering positive customer relations with external and internal groups.
Essential Functions:
- Serves as the initial point of customer service for the department. Answers telephones and assists external clients with inquiries, tours, basic tasks and program coordination. Problem-solves as needed. Handles customer interactions graciously. Acts and dresses professionally.
- Assists with the management of daily operations of ConferenceServices. Arranges housing, meeting facilities, set up requirements, custodial, campus safety and parking needs, following appropriate guidelines. Utilizes Resource 25 software scheduling software to assign dates, times and locations for group needs.
- Communicates event details to student staff,internal departments and external clients to ensure the successful execution of events with the least amount of disruption to College programs.
4. Assists with the planning and execution of routine conference events. Works with clients, prepares contracts for review and facilitates work orders.
5. Assists Associate Director with market research and the development of promotional campaigns to generate revenue for the College. Develop a social media presence, including, Facebook, Twitter and LinkedIn. Provides hands-on coverage and support while groups are on campus.
6. Manages inventories and supplies of textiles and office needs. Audits invoices, manages costs, communicates changes with vendor, and follows up on discrepancies.
7. Maintains Conference Services accounts receivable records. Processes invoices for payment, follows up on overdue invoices.
8. Ensures that all contracts, payment schedules and certificates of insurance are complete and up to date. Prepares and makes deposits to college cashier as needed. Tracks calendar due dates and prepares quarterly reports.
9. Works with the Card Office for residential clients and troubleshoots card key access issues.
10. Maintains department filing system and par stock of office supplies. Coordinates routine maintenance of office equipment.
11. Processes reports, forms, check requests and letters as needed.
12. Performs all duties in a safe manner. Takes appropriate measures to prevent hazards. Reports hazards as needed through proper channels.
13. Adapts to changing business and technology needs. Learns and implements new procedures and computer programs as necessary.
14. Provides support to other areas of Hospitality Services, including coverage within
Campus Dining, Master Calendar and Card Office and performs other duties as needed or assigned.
Job Qualifications:
- Bachelor’s degree required, preferably in a business related field.
- Preferred 2 – 5 years’ experience in revenue generating and event marketing,
conference planning or related position. - Must be detail oriented and able to shift priorities when needed.
- Requires expert level of proficiency in Windows, Microsoft Word and Excel. Experience in scheduling software a plus.
- Must be able to organize time and work efficiently and accurately under time constraints
- Good verbal and written communication skills in English necessary. Must have excellent interpersonal and customer service skills.
- Must be available to routinely work weekends and evenings as events and conference schedules dictate.
- Requires the ability to work effectively within a diverse community of students, employees, faculty, staff and external clients. Must possess a high degree of integrity, ethics and dedication to the mission of the College.
Salary Range: $18.54-$20.00/hr. plus a great benefit package, holiday time off and more!
To apply, please submit a resume, cover letter and salary history to Marivel Santos at: