Conference & Event Coordinator - Hourly (Part Time)

William & Mary; United States; Presencial; USD 21.000 - 34.000; A tiempo parcial

Descripción de la vacante

William & Mary seeks a part-time Conference & Event Coordinator to handle on-campus events, coordinating housing, meeting spaces, audiovisual setups, catering, dining reservations, transportation, registration, and parking. The role requires providing budget estimates to clients and ensuring accuracy in financial records.

You will participate in summer staff recruitment and training, help create seasonal staff goals, manage vendor communications, and maintain inventory.

Formación

• High-school Diploma or equivalent.
• Event coordination experience including housing, meeting space, transportation, catering, etc.
• Customer service experience in a professional office environment.
• Working knowledge of general office practices and equipment (phone, scanner, printer).
• Familiarity with general accounting, billing and fiscal procedures and data analysis for planning and decision making.
• Strong computer skills with Adobe Acrobat, DocuSign, Zoom and MS Office (Outlook, Word, Excel).
• Excellent oral, written, and customer service skills.
• Extreme attention to detail and ability to work independently and manage multiple priorities.

Responsabilidades

• Logistical & onsite coordination of conferences and events (housing, meeting facilities, AV, catering, dining hall reservations, transportation, registration, parking, space rentals).
• Provide clients with budget estimates for events.
• Participate in summer staff recruitment and staff training.
• Create seasonal staff goal sheets and lead seasonal staff.
• Provide excellent customer service (answer phones, respond to emails).
• Maintain inventory of supplies and serve as purchasing resource for client needs.
• Data entry for event files; generate and distribute reports for planning.
• Manage registration for groups and ensure timely, accurate reporting.
• Prepare and send invoices; post payments; update registrations; keep detailed notes for billing.

Conocimientos

Event coordination

Customer service

Office practices

Data analysis

MS Office

Attention to detail

Time management

Educación

High-school Diploma

Bachelor's degree

Herramientas

Adobe Acrobat

DocuSign

Zoom

Canva

Workday

Procurement system (BuyWM)

Descripción del empleo

Job Requisition: JR102181 Conference & Event Coordinator - Hourly (Part Time) (Open)

Job Posting Title: Conference & Event Coordinator - Hourly (Part Time)

Department: CC00416 WM001 | WMUO | Conference Services

Job Family: Staff - Public Relations

Worker Sub Type: Wage-Continuing (non-benefited)

Job Requisition Primary Location: William & Mary

Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary:

The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, we maintain a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers.

W&M Auxiliary Services supports this mission by providing high-quality products and services in the Bookstore, Campus Child Care, Conference and Event Services, Print Shop, Mail Center, Dining Services, Tribe Card Services Office, Parking and Transportation, McCormack-Nagelsen Tennis Center, Trademark Licensing, Sponsorship, and Vending to enhance the W&M experience for students, faculty, staff, alumni and visitors while maximizing the financial contribution to the University.

Responsibilities include (but are not limited to):

• Logistical & onsite coordination of conferences and events to include, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, parking, rec space, vendor rentals, etc.
• Provide clients with budget estimates for their events.
• Participate in summer student staff recruitment and staff training.
• Provide information necessary for creating seasonal staff goal sheets & lead seasonal staff.
• Provide helpful customer service (Answer phones, respond to departmental emails and mail.
• Assist in maintaining inventory of supplies. Serve as a purchasing resource for client vendor needs.
• Performs data entry for events files. Generates reports and distributes appropriately to facilitate conference planning across campus.
• Manage registration for assigned groups ensuring timely and accurate reporting for clients.
• Prepare and send invoices. Post payments received, send confirmations, modify registration records to reflect status changes. Maintain detailed notes regarding transactions and updates for billing purposes, follow-up on unpaid accounts.
• Generates name badges.
• Prepares timely final invoices and reports for conference groups, ensuring reports are in balance with revenues received and expenses paid.
• Assist groups at start of each reservation and as needed throughout the event. Close out upon group departure.
• Prepare for group arrival by checking residence halls and meeting space to ensure spaces are ready.

Job Description:

Required Qualifications:

• High-school Diploma or equivalent.
• Event coordination experience including logistical details such as housing, meeting space, transportation, catering, etc.
• Experience in a customer service role in a professional office environment.
• Working knowledge of general office practices, with familiarity with general office equipment (t e . Phone, scanner, printer).
• Familiarity with general accounting, billing and/or fiscal procedures and processes, with strong mathematical computation skills and the ability to analyze and review data for use in strategic planning and data driven decision making.
• Strong computer skills and proficiency in a variety of software applications to include Adobe Acrobat, DocuSign, Zoom, MS Office (specifically Outlook calendar, Word and Excel) and web-based applications and databases.
• Demonstrates excellent oral, written, and customer service skills.
• Demonstrates extreme attention to detail, commitment to teamwork with the ability to work independently and exercise sound judgment and taking an appropriate level of initiative.
• Strong organizational skills with the proven ability to manage multiple and competing priorities within specific deadlines.

Preferred Qualifications:

• Bachelor's degree or an equivalent combination of education and experience.
• CCEP or CMP.
• EMS and Workday experience.
• Experience with room diagramming and doing physical room sets, changes, and strikes.
• Previous experience in collegiate conference operations.Previous experience with registration management.
• Previous experience with Canva, and Adobe Creative Cloud applications.
• Procurement experience (BuyWM or similar system).
• Experience with various a/v systems.

Conditions of Employment:

This is a non-exempt position, eligible to receive overtime in accor