Facility Conference/Event Coordinator

Rehs Administrative Services, located in East Lansing, Michigan, is a renowned division of Michigan State University dedicated to providing exceptional residential and hospitality services. This full-time position, focused on supporting the university's conference, workshop, seminar, and event scheduling within residence halls and dining facilities, offers a unique opportunity to engage with a diverse clientele and contribute to high-quality event coordination efforts. Michigan State University is committed to fostering a supportive and inclusive community, aligning with its Spartan Green initiative focused on sustainability and environmental responsibility.

The role involves coordinating and scheduling various events such as conferences, workshops, meetings, and tours within university facilities including residence halls and Culinary Services dining rooms. The successful candidate will be responsible for delivering exemplary customer service while building lasting relationships with internal and external stakeholders. These include university units, external partners, youth programs, and adult guests attending conferences. By managing contacts from prospective event planners and maintaining accounts, the role contributes directly to advancing Michigan State University's presence and reputation in the event and hospitality sector.

Duties include preparing detailed, clear agreements that formalize the commitments of both conference organizers and the university. Contract review, negotiation, and approval form a critical aspect of this role, ensuring events are executed smoothly and in accordance with institutional guidelines. The planner will assist customers in every aspect of event planning, from selecting dates, securing meeting spaces, arranging culinary services, organizing tours, to managing audiovisual needs and other facility logistics. Coordination with diverse service providers ensures that each event meets or exceeds customer expectations.

This position also involves proactive efforts in client recruitment and contract development to further promote the use of university facilities for a wide range of gatherings. Continuous collaboration with university departments and external organizations supports the optimization of services. The role emphasizes the importance of marketing support, including contribution to promotional materials that highlight conference and event space offerings.

Operationally, the role requires use of the Kinetics conference information system for accurate record-keeping and billing. Additionally, the planner will assist with student housing operations during non-contractual periods in line with university needs, including accommodations for visiting scholars, athletes, interns, and researchers. Upholding confidentiality standards related to payment information is paramount as employees handle sensitive data in compliance with Payment Card Industry Security Standards.

The candidate will be expected to demonstrate flexibility and dedication, especially in critical operational periods or university emergencies when normal schedules may be disrupted. Participation in professional development and staying abreast of industry trends through seminars and conferences is encouraged. The ideal applicant is also enthusiastic about fostering diversity and inclusion, embracing Michigan State University's values of equity and respect across all social identities.

Overall, this position at Rehs Administrative Services offers a rewarding professional experience within a supportive, mission-driven educational environment. The combination of administrative coordination, customer service excellence, and community engagement creates an impactful career path in university hospitality and residential services. The salary is commensurate with experience and reflects the value Michigan State University places on skilled and committed professionals.