Temporary Professional - Conference Coordinator/Registrar (Conference Services)

Job Summary

The Conference Coordinator/Registrar (Temporary Professional) is responsible for performing a variety of functions and duties directly related to the coordination of conference programs and to the registration services provided by University Conference Services (UCS).

Essential Functions

• Advises clients on all aspects of university-provided goods and services.
• Resolve conference-related customer service issues and complaints and provide on-site coverage during conference events, including nights and weekends.
• Establish and track deadlines for clients to submit details related to their event and input data as received.
• Attend interdepartmental meetings to communicate the needs of each upcoming event with various catering and facilities representatives.
• Responsible for tracking and billing all expenses charged to conference master accounts from both on-campus and off-campus providers.
• Arrange for payment of conference-related goods and services.
• Prepare an accurate financial statement of conference income and expenses at the conclusion of each program.
• Generate event building signage, guest login credentials for the university wireless network, and parking passes for the campus parking garage as needed for each event.
• Maintain current PCI/DSS Compliance training and understand billing for on campus and off-campus clients.
• Knowledgeable about current state and local taxes and the necessary forms to receive tax-exempt status.
• Ensure that off-campus clients retain the proper liability insurance coverage for their events.
• Facilitate the procurement of indoor/outdoor event rentals, goods, and services as necessary, including soliciting quotes, vendor selection, and payment and delivery.
• Serve as back up to coordinate registration for conferences.

Other Functions

• Performs other duties as assigned.

Minimum Qualifications

• Bachelor's degree, preferably in Hotel and Restaurant Administration, with two years of relevant work experience in the hospitality industry.
• Proficiency with Windows-based software required.
• Requires early morning, late evening, and weekend hours. May work during holidays and campus closures as necessary.
• Commitment to customer-focused quality services.
• Ability to welcome diverse populations and work with a range of clientele to provide exceptional service.

Additional Details

• Reports to the Sr. Conference Coordinator/Registrar.
• This position is designated as essential personnel.
• Working Conditions: Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity, including prolonged standing, walking, or assuming low postures.
• Work Schedule and Work Arrangement: 40 hours per week, schedule will vary based on events and departmental needs. May include nights, weekends, and holidays.
• This position is designated as essential personnel.
• Special Instructions for Applicants: In addition to the online application, please provide a resume and contact information for (3) three professional references. This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.