Conference and Special Event Coordinator

The Chronicle Of Higher Education, Inc.; Chesterbrook (PA); On-site; USD 42,000 - 62,000; Full time

Job summary

Eastern University is seeking a Conferences & Special Events Coordinator to manage summer conferences, school-year rentals, and campus events. The role includes supervising student staff, coordinating with housing, catering, and AV providers, and ensuring high-quality service across all events.

Ideal candidates have a Bachelor's degree and strong communication skills, with flexibility for evenings, weekends, and on-call needs. A valid driver’s license is required to support event operations.

Qualifications

• Bachelor's degree and experience in conferences or events preferred.
• Proficient in Microsoft Office and QuickBooks.
• Excellent written and verbal communication skills.
• A valid driver’s license is required.
• Ability to work independently and as part of a team.

Responsibilities

• Coordinate summer conferences, space rentals, and campus logistics.
• Manage student staff, mentor and schedule volunteers.
• Prepare contracts, invoices, and liaise with campus service providers.
• Support full campus events and maintain the department's web/social presence.
• Assist with space management projects and on-call duties as needed.

Skills

Customer service

Verbal communication

Written communication

Team collaboration

Problem solving

Education

Bachelor's degree

Tools

Microsoft Office

QuickBooks

Audiovisual equipment

Job description

Position Description

Reporting to the Director of Conferences and Special Events, as part of a multi-faceted department, responsible for the facilitation of university events large and small, scheduling, campus logistics, service provider liaison, facility rentals, summer conferences, and space utilization.

The Conference & Special Events Coordinator focuses on summer conferences facilitation, school year rentals, student staff management and mentoring, participates in the facilitation of all internal campus-wide events, while upholding the mission and vision of Eastern University.

Position Responsibilities

1. Summer Conferences Facilitation support to the Director includes:
   1. Maintain high-quality, seamless, and exceptional services for assigned clients.
      1. Provide one stop client service: Contracting all meeting space, housing, catering, housekeeping and technical needs for assigned conference groups and act as liaison with all campus service providers.
      2. Interact in a respectful and professional manner with all conference planners, group representatives, conference guests, service providers, office, and student staff.
      3. Initiate communication verbal and written to ensure that clients’ needs are being met prior to and while on Eastern’s Campus.
      4. With oversite from the Director, create and provide assigned clients (up to ½), contracts and follow-up paper work, i.e. GMNs etc.
      5. Be present at all assigned client check-ins and check-outs, and follows up with clients throughout their event.
   2. Prepare and process all invoices for assigned clients, accurately and in a timely manner.
      1. Ensure payment is received and follows up accordingly if payment is not received in the specified time period.
2. Student Staff Administrative Tasks include
   1. Assisting the Director of Conf & SE with
      1. Recruiting, training, and development of yearly student workers and seasonal summer conference assistants.
      2. Weekly Scheduling
      3. Daily Staff Communication
   2. Actively engage in the summer activities and as needed work alongside of the students, to include but not limited to manual labor such as set ups, linen deployment, and furniture moves.
   3. Keeping student development in the forefront of all that we do; be open to all opportunities to act as a mentor and role model for our students, and providing educational opportunities outside of the classroom.
3. Athletic Facilities Rentals (Year-Round)
   1. Provide one stop client service, including but not limited to; contracting, scheduling, and invoicing.
   2. Prepare and process all invoices for assigned clients, accurately and in a timely manner, and ensure payment is received.
   3. Work with Athletics Scheduler to avoid double booking and look for opportunities to increase rentals.
4. Departmental Responsibilities
   1. Participate in the facilitation of all full campus events, i.e. Commencement, Homecoming, and other events as assigned.
   2. Act as Lead Event Planner on other events assigned by the CSMLO
   3. Acting in the Directors absence as assigned
   4. In conjunction maintain departmental Web & Social Media presence, ensuring that information is accurate, up to date, and reflects this office and University in a professional manner.
   5. Participate in marketing and selling Eastern University’s Conference Services (internal/external) including trade shows, printed and electronic materials, and creating contacts for future services.
   6. At the request of the CSMLO assist with Space Management Projects.
   7. Maintain flexible office hours including nights, weekends, summer Holidays.
   8. Other duties as assigned.
5. Eastern University Community and Mission
   1. Express to clients; internal, external, and the community, the Hospitality Ministry that is Conferences and Special Events.

1. Embodies values of caring and compassion, justice and integrity, competence and affirmation.
2. Seeks to treat each member of the campus community with fairness, dignity, and respect seeking a spirit of unity and harmony as we join together to achieve our common mission.

Qualifications

In addition to being a servant leader committed to the Christian faith and the mission of Eastern University, the Conferences & Special Events Coordinator should be self-directed and able to function in a multi-faceted, fast paced customer-service driven environment. The position requires that the individual be customer service minded, and in that capacity, able to make decisions that will affect the comfort of Eastern’s guests.

Proven computer literacy (Microsoft Office, QuickBooks), excellent written and verbal communications skills, are required. Bachelor’s degree and previous experience in sales, conferences and / or special events is preferred. A working knowledge of audiovisual equipment, space management, and scheduling; a proven ability to exhibit creative and constructive problem solving in real time; and the ability to work in a team as well as independently are essential.

Flexibility for evening and weekend hours, summer Holidays, as well as availability for rotating on call responsibilities is required. A valid driver’s license is required.