Conference Services and Events Manager

East Stroudsburg University of Pennsylvania; Northern (KY); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical benefits

Retirement contributions

Employee wellness program

Paid leave

Job summary

East Stroudsburg University of Pennsylvania is seeking a Conference Services & Events Manager to lead planning and execution of campus events, meetings, and conferences. You’ll work with internal stakeholders to create memorable experiences and manage department budgets.

The role requires ensuring AV, food service, and venue logistics align with contracts and safety policies, with some after-hours coverage and local travel.

Qualifications

• Bachelor's degree in a related field is required.
• 5–8 years of progressive event planning and management experience.
• Excellent written and verbal communication skills.
• Proficient in Word, Excel, Teams and basic desktop production tools.
• Must have a valid driver's license.

Responsibilities

• Oversee daily operations, including scheduling, staff supervision, and on-site troubleshooting for events.
• Manage centralized event content in scheduling system for bookings and spaces.
• Coordinate with vendors to ensure contractual obligations are met.
• Recruit and manage student workers and volunteers for events.
• Prepare post-event analyses and recommendations for improvements.

Skills

Communication skills

Reading and writing English

Driver's license

Verbal instruction comprehension

Education

Bachelor's degree

Master's degree (preferred)

Tools

Word

Excel

Teams

Social Tables

Coursedog

EMS

Job description

As the Conference Services & Events Manager, you will need to successfully spearhead all stages from the strategic planning to the skillful execution of campus events, meetings, or conferences for the Campus Community. You will be an active member of the Economic Development & Entrepreneurship team and will work closely with the Director of the University Center to create a streamlined process in partnership with internal stakeholders centered around memorable experiences that enhance the impact of campus congregation. You will thrive in this role if you like combining your extensive progressive management of events and excellent collaboration skills all while effectively overseeing departmental budgets. To be successful in this role, you must possess strong organizational skills, experience managing scheduling platforms, and the ability to seamlessly pivot between tasks. This position is primarily Monday through Friday during standard business hours. Occasional evening, weekend, and extended hours are required to support conferences, meetings, and special events. There is up to 10% travel to local locations for this role. When our team shows up for work, they are energized and motivated to succeed - all while being the most crucial piece to keeping the ESU operations humming.

What Will I Do At ESU? (AKA Essential Duties)

Operational Management:

• Oversee daily operations,including scheduling, staff supervision, and on-site troubleshooting forevents.
• Manage, build out and maintainaccurate content in a centralized scheduling system for events, meetings, and publicspace reservations.
• Work with vendors (caterers,decorators, speakers) to ensure services meet contractual obligations.
• Recruit, train and manage studentworkers, interns, volunteers prior to and during events. Maintain database ofpersonnel and contact information for follow up.
• Prepare pre- and post-eventanalysis and assess opportunities and make recommendations for improvingservice to internal and external constituencies and implement thoseimprovements as appropriate.
• Collaborate with the College of Businessand Management to identify and engage students enrolled in the Hospitality,Recreation and Tourism Management Events.
• Prepare post event reports toinclude reflection and suggestions for next year’s event. Also, prepareyear-end events report, providing overall department analysis.
• Manage all aspects of conferences,workshops, and ceremonies.
• Manage all aspects of food serviceand catering in collaboration with the University food service provider andcatering vendors as related to event management.
• Ensure seamless coordination of AV,setup, technical, and security needs for campus events.

Budgeting & Invoicing:

• Develop event budgets, handlevendor engagement, manage billing, and process invoices.
• Prepare, manage, and monitor eventbudgets, anticipating costs of production, technical, and promotional needs,and set-up inventory. Ensure compliance with university and foundationaccounting, audit and fiscal controls.

Facility Dining & Inventory Oversight:

• Work with Facilities Management personnel to ensure meeting spaces, lounges, and guest rooms are prepared, clean, and meet standards.

Safety & Compliance:

• In collaboration with campus police, ensure events adhere to university policies, health and safety regulations, and risk assessment protocols.

What We're Looking For (AKA Qualifications)

• Bachelor's degree required in related field.
• A minimum of 5 to 8 years ofexperience in substantial and progressively responsible planning, productionand management of a variety of events from informal to formal, both large andsmall, ability to formulate creative ideas, and to analyze, evaluate, andnegotiate details reflective of a successful event.
• Excellent communication skillssufficient to express ideas and agreements concisely and persuasively, bothorally and in writing, to a variety of constituencies.
• Computer skills withability to use word processing and spreadsheet software, and knowledge ofdesktop production and database systems.
• Valid Driver’s license required.
• Able to read, write, and comprehend English; able to follow verbal instructions.
• Experience with Word, Excel, Teams required.

Preferred Qualifications:

• Master’s Degree in a related field
• Demonstrated experience workingwith event management, scheduling and design software including Social Tables, Coursedog, EMS, etc.

What We Offer

• Outstandingbenefits package including benefits such as medical from date of hire, retirement contributions, employee wellness program, and paid leave
• Salary: Based on Experience
• Living by the Warrior Code:
  • Accountable for One's Actions
  • Committed to Self-Growth
  • Willing to Sacrifice for the Greater Good
  • Positive, Honest, and Loyal
  • Respectful of the Environment and Community
  • Dedicated to Empowering Others

Employment Eligibility & University Commitment

Must be at least 18 years old and be able to read and write English. Employment with ESU is contingent on the selected candidate passing a thorough background check that includes: FBI fingerprinting, PA Child Abuse, and employment. We are proud ESU is an equal opportunity employer. For more information on President Long's 10-point plan, click here: https://www.esu.edu/president/10-action-plan.cfm