08/11/2021
The Conference & Event Coordinator assists Conference & Event Services with front line customer service, administrative, coordination, and logistics support, and registration services, as well as a resource and mentor for student staff. Responsibilities include (but are not limited to):
Logistical coordination of conferences and events to include, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, tours, parking, rec space, vendor rentals, etc.
Assist wedding coordinator for the department and provide onsite coordination for the day of the event
Assist in staffing events at the Kimball Theatre to include, acting as building manager, usher, and/or box office manager
Prepare CEU’s as instructed
Participate in summer student staff recruitment and staff training
Provide information necessary for creating student work schedules especially during the summer on campus conference season
Office Support: provide front line customer service (Answer phone lines, respond to departmental emails and mail, photo copying and submitting work orders, and share overnight on-call responsibilities during summer conference season and other times of high event volume and resident occupancy). Assist in maintaining inventory of office and summer supplies.
Serve as a purchasing resource for client vendor needs and office management lead for seasonal student staff.
Schedule appointments for Director & Associate Director. Assists in coordinating short term meetings, day conferences, and special events.
Performs data entry for conference group files. Generates a variety of reports for Conference Services and distributes appropriately to facilitate conference planning and coordination across campus.
Manages the registration system for assigned conference groups ensuring timely and accurate processing of registration data for clients.
Prepare and send invoices for individuals paying by purchase order. Post payments received to individual accounts, sending of confirmations, modifying registration records to reflect status changes, comps, and discounts. Maintain detailed notes regarding transactions and updates for history and billing purposes, follow-up on unpaid accounts.
Generates name badges for attendees as well as event tickets when needed.
Prepares initial draft of group contracts.
Prepares final invoices and reports for conference groups no later than two weeks following the conference, ensuring reports are in balance with revenues received and expenses paid.
Assist with annual budget process for department by generating financial summaries of current and historical data and projecting future costs.
Responsible for providing clients with budget estimates for their conferences and events held through the department.
For full job description, please go to https://jobs.wm.edu/postings/43319 and apply.
