Conference & Event Coordinator - Hourly

Accountabilities:

Conference & Event Coordination: Coordinate the logistics of assigned conferences and events throughout the year, including accommodation, meeting spaces, audiovisual equipment, catering, dining reservations, transportation, tours, parking, recreational facilities, registration, and vendor rentals.
Event Planning & Budgeting: Prepare budget estimates for clients, coordinate requested services, and work with internal departments and external service providers to ensure events are delivered efficiently and within planned budgets.
On-Site Event Management: Conduct facility inspections before group arrivals, ensuring residence halls and meeting spaces are properly prepared. Provide on-site assistance throughout events, address client needs, and coordinate event closeout following group departures.
Seasonal Staff Coordination: Participate in the recruitment, selection, and training of seasonal employees. Assign responsibilities, communicate task objectives, prepare staff goal sheets, and provide guidance to ensure effective event support.
Registration Management: Manage registration processes for assigned groups, including preparing and sending invoices, recording payments, issuing receipts, updating registration records, processing discounts and complimentary registrations, and generating attendee name badges and event tickets.
Billing & Financial Administration: Maintain accurate transaction records, follow up on outstanding accounts, process payables and receivables, prepare deposits, and support the preparation of final invoices and financial reports. Ensure reported revenues and expenses are properly reconciled.
Administrative & Customer Support: Serve as a primary point of contact by answering phone calls, responding to departmental emails and correspondence, assisting clients, maintaining office supplies, and supporting purchasing activities and vendor requirements.
Reporting & Data Management: Perform data entry, maintain event files, and generate reports such as attendee lists, housing assignments, meal counts, facility reports, and final invoices to support effective event planning and coordination.
Cross-Functional Collaboration: Work closely with internal teams and campus service providers to coordinate event requirements, monitor service delivery, and ensure tasks are completed accurately and on schedule.
Process Improvement & Compliance: Maintain accurate financial and administrative records, follow established operational and fiscal procedures, and contribute innovative ideas and cost-saving initiatives that support departmental objectives.
Additional Operational Support: Perform office errands, assist with deposits and other administrative activities, and share overnight on-call responsibilities during the summer conference season when required.
Requirements:
High school diploma or equivalent.
Previous experience coordinating events, including logistical responsibilities such as accommodation, meeting facilities, transportation, catering, and related services.
Experience in a customer service position within a professional office environment.
Working knowledge of general office procedures and equipment, including telephones, scanners, printers, and related tools.
Familiarity with basic accounting, billing, and financial procedures, including the ability to process transactions, review financial information, and perform accurate mathematical calculations.
Strong computer skills and proficiency with Microsoft Office applications, particularly Outlook Calendar, Word, and Excel, as well as Adobe Acrobat, DocuSign, Zoom, and web-based applications or databases.
Excellent written and verbal communication skills, with a strong customer service orientation and the ability to interact professionally with diverse clients and stakeholders.
Exceptional attention to detail and accuracy, particularly when handling financial transactions, registration records, invoices, and event documentation.
Strong organizational and time management skills, with the ability to manage multiple competing priorities and meet deadlines.
Collaborative mindset and ability to work effectively within a team while also demonstrating independence, sound judgment, initiative, and accountability.
Valid driver's license and at least two years of driving experience.
Flexibility to work additional hours during peak periods, particularly in summer and academic breaks, including evenings, weekends, and holidays.
Ability to work outdoors when supporting event registrations and on-site event operations.
Ability to lift and carry boxes containing registration materials, supplies, and other event-related equipment.
Preferred Qualifications:
Bachelor's degree or an equivalent combination of education and relevant professional experience.
Certified Campus Event Professional (CCEP) or Certified Meeting Professional (CMP) credentials.
Experience using EMS, Workday, or similar event management and administrative platforms.
Experience with room diagramming, physical room setups, event space modifications, and post-event breakdowns.
Previous experience in university or collegiate conference operations.
Experience managing event registration systems and attendee records.
Familiarity with Canva and Adobe Creative Cloud applications.
Procurement experience using BuyWM or similar purchasing systems.
Experience operating or coordinating various audiovisual systems.
Benefits:
Competitive Hourly Compensation: Hourly pay ranging from $17 to $23, depending on experience and qualifications.
Part-Time Employment: Hourly, non-exempt position with overtime eligibility in accordance with applicable labor regulations.
Overtime Opportunities: Potential to earn additional compensation during peak periods, subject to applicable policies and supervisory approval.
Professional Development: Access to educational assistance and professional development opportunities to support ongoing learning and career growth.
Wellness Resources: Access to on-campus fitness facilities, university libraries, and other wellness resources.
Holiday Schedule: Benefit from a comprehensive holiday schedule.
Collaborative Environment: Work alongside a diverse and welcoming team in a professional environment that values teamwork, inclusion, and continuous improvement.
Hands-On Experience: Develop practical experience in conference operations, event logistics, customer service, registration management, and financial administration.