Event and Conference Services Coordinator

About the role

This position oversees the scheduling of events using the University’s scheduling system. They will coordinate events, conferences, and meetings by handling the logistics, university’s registration system, contracting, invoicing, and providing onsite event assistance.

Responsibilities

• Facilitates requests for scheduling events in campus venues and reserves/schedules the events and services using the scheduling software.
• Works collaboratively with other support staff to proactively find solutions for improving the scheduling system, user experience, and the event scheduling process.
• Coordinates all requirements for events from identifying the resources needed, coordinating space reservations, catering, technology, public safety, parking, setup, and other resources as needed.
• Validates applicable approval processes are completed and ensures all policies and procedures are properly followed for events using campus venues such as contracting, collecting insurance certificate(s), invoicing, etc.
• Works in collaboration with manager to direct the preparation and distribution of marketing, communications and promotional materials in support of the department via website, printed materials, digital communication platforms and social media.
• Serves as the scheduling advisor and assists with the execution of events and conferences by confirming setup needs with customers and serves as point of contact on the day of event.

Requirements

• Associate’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field – OR – High School diploma or GED and two years of experience working in administrative support and providing exceptional customer service, including one year experience in event coordination and/or hospitality.
• Knowledge of scheduling software or similar enterprise scheduling software.

Qualifications

• Bachelor’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field – OR – High School diploma and four years of experience working in administrative support and providing exceptional customer service, including one year experience in event coordination and/or hospitality.
• Two or more years of professional experience coordinating and/or booking conferences and/or special events in a university setting working in or with housing accommodations.
• Comfortable working with a conference database program and providing staff training.
• Experience using event management or scheduling software (e.g., EMS, Mazevo, or similar).
• Familiarity with campus event planning or educational institution settings.

Skills

• Marketing experience with the ability to navigate through multiple social media platforms.
• Strong organizational skills with keen attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed, with some mandatory overtime.
• Prior experience with billing systems and client payment processes.
• Excellent customer service skills.
• Ability to work independently and with others as a team to carry out an event successfully.
• Exercise good judgement, discretion and decision-making skills.
• Ability to deal consistently with students, alumni, faculty, administrators, and community leaders alike with courtesy, professionalism and confidentiality.
• Ability to identify and assess safety issues to reduce liability risk to the college.
• Strong personal initiative, self-motivated and self-directed; unwavering commitment to excellence and continuous improvement.
• Active listening skills to develop and maintain relationships and build trust and credibility with a diverse set of internal and external stakeholders.
• Exhibit qualities of integrity, trustworthiness, respect and team collaboration.

Physical Requirements

• Office environment, ability to make quick, thoughtful decisions in stressful or emergency situations.
• Some events may involve frequent bending, moving, lifting and carrying material weighing up to 50 pounds, standing up to eight hours, and/or working in all weather conditions.

Pay

The offer rate will be based on a review of the candidate’s credentials compared to the qualifications of the position, internal equity, and the overall compensation philosophy. Salary range: $18.40–$23.00 per hour.

Benefits

• Flexible scheduling options determined by role.
• Medical, prescription drug, vision, dental, life, and long-term disability insurance options.
• An outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions).
• Generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!).
• Full-time and part-time members of the faculty and staff are eligible for tuition remission for themselves. Additionally, full-time members of the faculty and staff are eligible for tuition remission for their spouse/spousal equivalent and are eligible for various tuition programs for their children.
• Credit for full-time benefits eligible employment at other institutions of higher education will be applied to waiting periods.
• A comprehensive employee wellness program including program incentives.
• A myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card.