Conference Services Coordinator

Portland, OR, USA|Onsite

Job Overview

Employment Type

Full-time

Part-time

Temporary

Hourly

Internship

Consulting

Compensation

Type:

Salary

Rate:

Range $50,459.76 - $62,076.51

Benefits

Health Insurance

Dental Insurance

Retirement Plan

Paid Time Off

Professional development opportunities

Tuition Assistance

Flexible work schedule

Job Description

Warner Pacific University is a Christ-centered, urban, diverse, minority-serving, and Hispanic-serving liberal arts university dedicated to providing an exceptional educational experience that prepares students to engage actively in a constantly evolving world. Founded in 1937 by the Church of God (Anderson, Indiana), the university embraces its mission of fostering an inclusive and supportive environment where students from all backgrounds feel empowered to pursue their dreams and contribute positively to society. Warner Pacific University is committed to hiring individuals who reflect its Christ-centered values and possess a passion for education, service, and lifelong learning. The university prioritizes diversity, equity, and inclusion,... Show More

Job Requirements

Bachelor's degree or equivalent experience
Minimum of two years relevant experience or training in development services functions and office management
Experience working with MS Office Suite
Experience with Salesforce or CRM software
Excellent organizational and project management skills
Strong interpersonal and communication skills
Ability to work evenings and weekends as needed
Ability to handle confidential information with discretion
Commitment to Christian faith and values consistent with Warner Pacific University's mission
Comfortable working in an entrepreneurial and proactive team environment
Valid ability to train and supervise student employees and interns
Ability to meet deadlines and manage multiple priorities

Job Qualifications

Bachelor's degree or equivalent experience
Minimum of two years relevant experience or training in development services functions and office management
Experience in higher education setting preferred
Advanced computer skills with MS Office, specifically Word and Excel
Experience with Salesforce or other CRM programs
Ability to train and motivate others in database and operating procedures
Excellent attention to detail and ability to meet deadlines
Highly organized and self-motivated with interpersonal and problem-solving skills
Strong project management abilities
Ability to handle confidential information with good judgment
Knowledge of fundraising principles and development processes
Effective communication and diplomacy skills
Experience in event planning and coordination

Job Duties

Organize and oversee external and major campus events to ensure efficient coordination of all facilities and services
Advise on smaller campus events
Work with event stakeholders to define client needs, timelines, and budget
Conduct site visits of university facilities to discuss venue options with prospective clients
Negotiate with prospective clients regarding event logistics including catering, equipment and parking
Generate contracts with required signatures and deposits
Review and improve the Master Calendar of booked events
Approve all university room requests and resolve scheduling conflicts
Create and mail client invoices, track and collect payments for rental spaces
Submit payments to Accounts Receivable with appropriate documentation
Follow up on client account receivables
Create pre-conference checklist and conduct walk throughs to ensure proper preparation
Contact conference attendees during events to ensure client needs are met
Conduct post-conference walk through to assess damages and submit maintenance work orders
Conduct post-event briefings with clients to evaluate experience and address concerns
Partner with other departments on specific event projects using prioritizing rubric
Follow through with all details on special campus activities, including evening and weekend meetings and events
Attend major events to confirm smooth execution
Create publications for facility rentals with the Marketing Department
Update webmaster regularly to maintain a conference opportunities webpage
Recommend changes and improvements to processes and goals based on event evaluations
Work with colleagues to ensure successful fundraising and relationship building efforts
Serve as project manager for Advancement/University Relations events
Train, assign and review work of student employees and interns as needed
Perform other duties supporting fundraising, marketing, communications and department goals including tracking timelines, production schedules and project deliverables

Job Location

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