Event/Conference Coordinator

About the role

The Event and Conference Coordinator oversees the daily operations of a busy conference and event facility, ensuring exceptional service for both university and external clients. This position supervises full-time and student staff, coordinates event logistics from initial client inquiry through event completion, enters and maintains event details in the scheduling system, and communicates event information with Forum staff.

Responsibilities

• Supervise full-time and student staff
• Cover event logistics from initial client inquiry through event completion
• Enter and maintain event details in the scheduling system
• Communicate event information with Forum staff
• Enter all room setups, audiovisual needs, catering, parking, signage, and vendor services
• Work closely with the Forum Director and Conference Services team to ensure successful event execution
• Schedule staff, approve payroll and timesheets, assist with training and development
• Aid in event contracts, purchasing, and maintaining strong relationships with clients and campus partners
• Aid in maintaining the Forum website and enhancing the facility's visibility through social media and other marketing efforts

Requirements

• Bachelor's degree
• 24 months experience in event planning and coordination, outreach or public relations
• Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date
• Knowledge of university systems such as Qualtrics, PeopleSoft, Concur and content management systems (CMS)
• Experience with marketing and social media platforms, including but not limited to LinkedIn, Constant Contact, and Canva
• Experience supporting professional education, conferences, or industry-focused training programs
• Experience in fundraising, grant writing, or sponsorship development

Qualifications

Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 72 months experience.

Skills

• Event planning and coordination
• Outreach or public relations
• Marketing and social media
• Professional education, conferences, or industry-focused training programs
• Fundraising, grant writing, or sponsorship development

Benefits

Eligible

Pay

Targeted salary up to $50,000, depending on education and experience.

Schedule

Monday-Friday 8am - 5pm, with occasional evenings and weekends.

Travel

May be required

Hiring Contingent Upon

• A Background Check