Conferences and Events Coordinator

Springfield, MA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Exact $22.00

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Flexible work schedule

Job Description

This opportunity is offered by a dynamic department specializing in conferences and special events at a notable educational institution. The department is dedicated to managing and supporting all aspects related to conferences, special events, and summer camps within the campus and its partner facilities. This includes close coordination with a broad array of campus services such as dining, facilities management, public safety, media services, IT, and residence life, aiming to provide a seamless experience to clients and participants alike. The department values strong client relationships and strives to uphold rigorous standards in event planning and execution, ensuring all logistical details are handled with meticulous care and attention. Operating within a university setting, the team is pivotal in facilitating events that contribute to the academic and social enrichment of the campus community, from large-scale conferences to specialized meetings and educational camps.

The role of Conferences and Events Coordinator reports directly to the Associate Director of Conferences and Special Events. This full-time position focuses on providing operational and management support for all departmental events and conference activities. Key responsibilities include coordinating the use of various campus and facility spaces to meet event requirements, communicating detailed schedules to key campus partners, and maintaining strong client relationships throughout the event lifecycle. The Coordinator acts as a crucial liaison between clients and service providers such as dining, facilities, IT, and public safety to ensure smooth and successful event operations regardless of the event size.

In this role, the Conferences and Events Coordinator will be tasked with the planning, coordination, and execution of conferences, meetings, and special events while managing resources such as linens and supplies. The role involves reviewing event contracts to verify proper scheduling and setup approvals, conducting campus tours for prospective clients, and overseeing logistical necessities including electrical, custodial, stage setup, lighting, and sound equipment. The position demands active engagement with event stakeholders during the event, providing on-site support and resolving issues related to housing, facilities, and dining. The Coordinator is also responsible for tasks like managing room blocks within residence halls, handling key and access authorizations, preparing occupancy reports, and preliminary invoicing.

This role offers an exciting chance to work in a collaborative and fast-paced campus environment, where each event presents unique challenges and rewarding experiences. Ideal candidates will be proactive problem solvers with excellent communication skills and the ability to work effectively across diverse departments and with a broad client base. Mastery of several software tools including Microsoft Office, event management software, and scheduling systems will be essential to succeed. This position offers a pathway to enhance expertise in the field of event coordination within a higher education context, developing skills in logistical planning and client service for various events throughout the year, including the busy summer conference season and special campus occasions.

Job Requirements

Bachelor's degree in hospitality, business management, athletic administration, or sport management
1-3 years of work-related experience in event planning
strong problem solving skills
strong oral and written communication skills
proficiency with Microsoft Office (Excel, Word, PowerPoint)
basic knowledge of website content updates
ability to work effectively with multiple campus partners and departmental teams
ability to manage multiple tasks and priorities in a fast-paced environment
availability to work flexible hours including during summer conference season
excellent organizational and interpersonal skills

Job Qualifications

Bachelor's degree in hospitality, business management, athletic administration, or sport management required
master's degree preferred
1-3 years of work-related experience in event planning
problem solving skills
strong oral and written communication
basic level of proficiency with website content updates
intermediate level of proficiency with Microsoft Excel and Word
proficiency with Microsoft Office PowerPoint, Event Guru, When to Work, Google Docs, and department databases such as Higher Reach and Astra Schedule

Job Duties

Work closely with the Director and the Associate Director regarding event requirements and expectations of camps, conferences, and special events
gather information for event proposals
provide campus tours to clients and prospective clients
provide input regarding appropriate space
review contracts to ensure that venues are properly scheduled, approved, and set up
coordinate and monitor services with partner departments (Dining, Public Safety, Facilities Management, Residence Life, Media Services, IT) prior to and during events, especially during the summer conference season and transitions at the beginning and end of summer
manage keys and access card distribution/authorization
manage inventory of linens and other supplies
conduct event reviews as needed with partner departments to ensure a continued high level of service and customer satisfaction
assign room blocks once residence halls are assigned
responsible for planning, coordinating, publicizing, and implementing special events, conferences and meetings
responsibilities include coordinating electrical, air conditioning, custodial, stage set-up, lighting, sound equipment, concessions, safety, security, medical, and personnel needs for each event
function as the main on-site contact with clients during their events regarding but not limited to housing, facilities, dining, and other issues
confirm schedules and rosters, distribute to appropriate on campus partners
schedule student staff coverage
manage the operations of summer camps conferences and special events
prepare occupancy reports
prepare preliminary invoices
monitor/manage the departmental email account and phones
manage requests in Astra Schedule for the spaces that CASE schedules