Conferences and Events Coordinator

Springfield, MA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Exact $22.00

Work Schedule

Standard Hours

Benefits

tuition benefits for employees and dependents

Tuition exchange program for dependents

generous paid time off benefits

paid sick leave benefits

403(b) Retirement Plan

Medical Plan

dental plan

vision plan

Health Reimbursement Arrangement (HRA)

flexible spending accounts

life insurance plans

Accident insurance plans

long-term disability

Optional voluntary benefits

Employee assistance program (EAP)

Wellness benefits and programs

Free use of Wellness Center

Job Description

Springfield College is a distinguished institution known for its commitment to academic excellence and holistic education. Located in Springfield, MA, the college has earned a reputation for fostering personal growth, leadership, and community engagement through its diverse programs and services. The Conferences and Events department plays a crucial role in supporting the college's mission by managing and facilitating a wide range of events and conferences throughout the year. This 12-month, full-time position offers a competitive salary of $22.00 hourly and involves a work schedule of 35 hours per week.

The role of Conferences and Events Coordinator is pivotal within the department, responsible for the operational execution and seamless management of all conferences and events. Reporting directly to the Associate Director of Conferences and Special Events, the Coordinator acts as a key liaison among various campus departments and external clients. The position requires coordinating logistics, ensuring facilities are appropriately allocated and prepared, and maintaining strong relationships with clients to meet their event needs effectively. The Coordinator will facilitate communication between service providers such as dining, facilities management, IT, and public safety, ensuring all parties have the necessary information for smooth event operations regardless of size.

This role demands a proactive and organized individual capable of handling event proposals, conducting campus tours, reviewing contracts, and managing inventory. The Coordinator supervises key functions such as room block assignments, scheduling student staff, preparing occupancy reports, and overseeing preliminary invoicing. Additionally, the Coordinator manages departmental communications via email and phone, and utilizes software tools such as Event Guru, Astra Schedule, Microsoft Office Suite, and various databases to streamline event management processes.

Springfield College is dedicated to providing exceptional service to event attendees and clients, and the Conferences and Events Coordinator contributes significantly to this goal by ensuring every detail is carefully planned and executed. This position is ideal for someone with a background in hospitality, business management, athletic administration, or sport management who seeks to advance their career in event operations within an academic setting. The college emphasizes a collaborative and supportive work environment paired with generous benefits and professional development opportunities.

Job Requirements

Bachelor's degree in hospitality, business management, athletic administration, or sport management
1-3 years of work-related experience in event planning
problem solving skills
strong oral and written communication skills
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 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 skills
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
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
plan, coordinate, publicize, and implement special events, conferences and meetings
coordinate 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
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