Conferences and Events Coordinator

Springfield; Springfield (MA); Hybrid; USD 42,000 - 58,000; Full time

Job summary

Springfield is seeking an Conferences and Events Coordinator to provide direct operational support for all conference and event activities managed by the department. You will coordinate facilities, communicate schedules to campus partners, and maintain strong client relationships to ensure events run smoothly.

The role includes coordinating services with dining, facilities, IT, and Public Safety, managing key distribution, inventory, and on-site client contact for events of varying sizes, with a

Qualifications

• Bachelor’s degree in Hospitality, Business Management, Athletic Administration, or Sport Management required.
• Master’s degree preferred.
• 1–3 years of work-related experience in event planning.

Responsibilities

• Work closely with the Director and the Associate Director regarding event requirements and expectations of camps, conferences, and special events.
• Gather information for event proposals.
• Provide campus tours to clients and prospective clients.
• Provide input regarding appropriate space.
• Review contracts to ensure that venues are properly scheduled, approved, and set up.
• Coordinate and monitor services with partner departments (Dining, Public Safety, Facilities Management, Residence Life, Media Services, IT) prior to and during events, especially during the summer conference season and transitions at the beginning and end of summer.
• Manage keys and access card distribution/authorization.
• Manage inventory of linens and other supplies.
• Conduct event reviews as needed with partner departments to ensure a continued high level of service and customer satisfaction.
• Assign room blocks once residence halls are assigned.
• Responsible for planning, coordinating, publicizing, and implementing special events, conferences and meetings.
• Responsibilities include coordinating electrical, air conditioning, custodial, stage set-up, lighting, sound equipment, concessions, safety, security, medical, and personnel needs for each event.
• Function as the main on-site contact with clients during their events regarding but not limited to housing, facilities, dining, and other issues.
• Confirm schedules and rosters, distribute to appropriate on campus partners.
• Schedule student staff coverage.
• Manage the operations of summer camps conferences and special events.
• Prepare occupancy reports. Prepare preliminary invoices.
• Monitor/Manage the departmental email account and phones.
• Manage requests in Astra Schedule for the spaces that CASE schedules.

Skills

Strong oral and written communication

Problem solving

Education

Bachelor’s Degree in Hospitality, Business Management, Athletic Administration, or Sport Management

Master's Degree preferred

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Event Guru

When to Work

Google Docs

Higher Reach

Astra Schedule

Website Content Updates

Job description

Reporting to the Associate Director of Conferences and Special Events, the Conferences and Events Coordinator provides direct operational support for all conference and event operations managed by the department. Responsibilities include providing conference and event management services to ensure that all requirements are met; coordinating use of facilities, communicating schedules to campus partners, and maintaining relationships with current clients. The Events Coordinator is responsible for ensuring that our service providers in dining, facilities, IT and Public Safety have the information they need for all events to run smoothly regardless of size.

Actual salaries will vary depending on multiple factors, including but not limited to degrees attained, experience, and other considerations permitted by law. Comprehensive compensation details, including any additional benefits, will be communicated upon finalization of the employment offer.

Responsibilities

• Work closely with the Director and the Associate Director regarding event requirements and expectations of camps, conferences, and special events.
• Gather information for event proposals.
• Provide campus tours to clients and prospective clients.
• Provide input regarding appropriate space.
• Review contracts to ensure that venues are properly scheduled, approved, and set up.
• Coordinate and monitor services with partner departments (Dining, Public Safety, Facilities Management, Residence Life, Media Services, IT) prior to and during events, especially during the summer conference season and transitions at the beginning and end of summer.
• Manage keys and access card distribution/authorization.
• Manage inventory of linens and other supplies.
• Conduct event reviews as needed with partner departments to ensure a continued high level of service and customer satisfaction.
• Assign room blocks once residence halls are assigned.
• Responsible for planning, coordinating, publicizing, and implementing special events, conferences and meetings.
• Responsibilities include coordinating electrical, air conditioning, custodial, stage set-up, lighting, sound equipment, concessions, safety, security, medical, and personnel needs for each event.
• Function as the main on-site contact with clients during their events regarding but not limited to housing, facilities, dining, and other issues.
• Confirm schedules and rosters, distribute to appropriate on campus partners.
• Schedule student staff coverage.
• Manage the operations of summer camps conferences and special events.
• Prepare occupancy reports. Prepare preliminary invoices.
• Monitor/Manage the departmental email account and phones.
• Manage requests in Astra Schedule for the spaces that CASE schedules.

Qualifications

• Bachelor’s Degree in Hospitality, Business Management, Athletic Administration, or Sport Management Required
• Master's Degree preferred
• 1-3 years of work-related experience in event planning.
• Problem solving.
• Strong oral and written communication
• Basic level of proficiency with Website Content Updates.
• Intermediate level of proficiency with Microsoft Excel, and Word.
• Proficiency with Microsoft Office PowerPoint, Event Guru, When to Work, Google Docs, Google Docs and Department Databases such as Higher Reach and Astra Schedule.