Coordinator of Conference Services & Special Events

Fort Wayne, IN, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

Employee wellness programs

Tuition Assistance

Job Description

Indiana Tech is a dynamic and independent university dedicated to providing career-oriented education across a broad spectrum of disciplines including business, engineering, computer sciences, criminal justice, cybersecurity, marketing, health sciences, communication, and helping professions. Founded with a strong teaching focus, Indiana Tech serves nearly 1,500 traditional undergraduate students on its scenic main campus and close to 5,000 adult and online learners. The institution offers a variety of degree programs ranging from associate to doctoral levels, as well as undergraduate and graduate certificates, designed to equip students with practical skills and knowledge for real-world success. Accredited by the Higher Learning Commission, Indiana Tech prides itself on its diverse and inclusive community, with over 41% of its student body representing global or domestic diversity, contributing to a vibrant campus culture. The university emphasizes experiential learning, especially through internships, to ensure that its programs remain relevant and aligned with industry standards. Indiana Tech also actively fosters an environment where recruitment, engagement, and retention of individuals from diverse backgrounds are prioritized, reinforcing a supportive campus climate that prepares students to excel and contribute globally. With a clear strategic vision for future growth, Indiana Tech continues to evolve and innovate in higher education.

The university is currently seeking a dedicated Coordinator of Conference Services and Special Events. This pivotal role requires a highly organized and energetic individual passionate about creating outstanding event experiences on campus. Acting as the central liaison for both internal departments and external clients, the coordinator leads the development, execution, and oversight of various conferences, workshops, public functions, and bespoke events. The position calls for collaboration with a broad range of campus and community partners to ensure events uphold the highest standards in planning and presentation. Responsibilities include managing the conference services office, which functions as a key access point for scheduling, contracting, and billing campus venues, ensuring seamless coordination and client satisfaction. The coordinator oversees student staff and administrative tools such as campus scheduling software, facilitating continual improvements aligned with evolving facility usage. This role demands flexibility to work several evenings and weekends depending on the event calendar. Reporting directly to the Director of Student Engagement, the successful candidate will have a mix of leadership, customer service, and technical skills essential to managing complex event logistics while fostering team spirit and operational excellence within the conference services department. This is a career-enhancing opportunity for a professional seeking to make a meaningful contribution to a thriving academic community through exceptional event coordination and service.

Job Requirements

Bachelor’s degree or equivalent combination of education and experience
One to three years of relevant professional experience preferred
Strong customer service skills
Experience in event logistics support
Working knowledge of audio-visual equipment and event technology
Experience with scheduling and event management software preferred
Ability to collaborate with multiple campus departments
Strong organizational and communication abilities
Willingness to work evenings and weekends
Ability to lift and carry loads between 5-60 lbs
Ability to kneel, climb stairs and ladders, stoop, and bend
Capable of managing multiple priorities
Commitment to providing excellent client service

Job Qualifications

Bachelor’s degree in hospitality management, event management, business, communications, public relations, marketing, higher education administration, or related field preferred
One to three years of professional experience in conference services, event planning, hospitality, venue operations, or related field preferred
Strong customer service and interpersonal skills
Experience supporting event logistics including scheduling, communication, room setups, vendor coordination, and day-of-event execution
Working knowledge of audio-visual equipment, event technology, and basic troubleshooting
Experience using scheduling, database, or event management software preferred
Ability to work collaboratively with campus partners including IT, dining, security, and facilities
Strong organizational, problem-solving, and communication skills with attention to detail
Willingness to work occasional evenings and weekends
Intermediate skills in Word, Excel, PowerPoint, database and expert skills in Outlook
Experience supporting events from inquiry through execution preferred
Experience with clients, guests, vendors, and event hosts preferred
Experience with summer camps, conferences, or special events is a plus
Experience supervising student employees or part-time staff is preferred
Working knowledge of relevant event regulations including Fire Marshal, Health and Safety, and Liquor licensing is preferred

Job Duties

Serve as first point of contact for special events with internal and external constituents
Provide exemplary customer service and specialized knowledge of audio-visual equipment, vendors, support services, scheduling, contracting, and risk management procedures
Provide information to potential clients including quotes, diagrams, facility tours and walk-through meetings
Serve as the primary system administrator with the campus scheduling software, Ad Astra, including maintaining software upgrades, developing user trainings, and coordinating material
Build and manage an effective conference services team, including hiring and retaining student staff
Delegate tasks and make decisions while overseeing event logistics
Oversee equipment training, inventories, and coordination with on-campus service providers
Work collaboratively with Information Technology on technological needs within conference services venues
Provide inventory control and maintenance according to established procedures
Collaborate with dining services and security to ensure safety and compliance with fire and health regulations
Serve as primary lead for coordinating summer camp events
Perform other duties as assigned