Event and Conference Services Coordinator

Bucknell University; East Buffalo Township (PA); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical Insurance

Tuition Remission

Flexible scheduling

Paid time off

Job summary

Bucknell University is seeking an Event and Conference Services Coordinator to manage events on campus. You will schedule events, coordinate spaces, catering, technology and support services, and handle invoicing and contracts.

The role involves marketing support for department communications and on-site event assistance, with a schedule Monday–Friday and some evenings or weekends.

Qualifications

• Associate’s degree or high school with 2 years admin support and 1 year event coordination.
• Knowledge of scheduling software or similar enterprise scheduling software.
• Preferred bachelor’s degree and 2+ years university event experience.

Responsibilities

• Facilitates event scheduling in campus venues using scheduling software.
• Coordinates resources: space, catering, tech, safety, parking, setup.
• Ensures contracts, insurance, invoicing and approvals are completed.
• Supports marketing materials and department communications.
• Acts as on-site scheduling advisor and day-of-event contact.

Skills

Marketing

Organizational skills

Communication

Multitasking

Customer service

Billing systems

Education

Associate’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field

Tools

EMS

Mazevo

Job description

Position Title:

Event and Conference Services Coordinator

Position Type:

Full time

Scheduled Weekly Hours:

40

Categories:

Staff Non-exempt

Job Summary:

Bucknell University is seeking an Event and Conference Services Coordinator. This position oversees the scheduling of events using the University’s scheduling system. They will coordinate events, conferences, and meetings by handling the logistics, university’s registration system, contracting, invoicing, and providing onsite event assistance.

This position is a full-time, benefits eligible, non-exempt staff position.

Job Duties:

Reporting Relationship:

• Reports to the Event & Conference Services Manager

Work Setting / Schedule:

• This position is scheduled to work on campus.
• The typical schedule will be Monday - Friday, 8:30 am - 4:30 pm, with periodic nights and weekends.
• Some mandatory overtime will be required

What You Will Do:

• Facilitates requests for scheduling events in campus venues. Reserves/schedules the events and services using the scheduling software. Works collaboratively with other support staff to proactively find solutions for improving the scheduling system, user experience, and the event scheduling process.
• Coordinates all requirements for events from identifying the resources needed, coordinating space reservations, catering, technology, public safety, parking, setup, and other resources as needed.
• Validates applicable approval processes are completed. Ensures all policies and procedures are properly followed for events using campus venues such as contracting, collecting insurance certificate(s), invoicing, etc.
• Work in collaboration with manager to direct the preparation and distribution of marketing, communications and promotional materials in support of the department via website, printed materials, digital communication platforms and social media.
• Serves as the scheduling advisor and assists with the execution of events and conferences by confirming setup needs with customers and serves as point of contact on the day of event.
• Note: The job description’s listed responsibilities and tasks are not exhaustive, additional non-essential tasks and responsibilities may be assigned as needed.

What You Will Bring:

Required:

• Associate’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field – OR – High School diploma or GED and two years of experience working in administrative support and providing exceptional customer service, including one year experience in event coordination and/or hospitality.
• Knowledge of scheduling software or similar enterprise scheduling software.

Preferred, But Not Required:

• Bachelor’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field. – OR – High School diploma and four years of experience working in administrative support and providing exceptional customer service, including one year experience in event coordination and/or hospitality.
• Two or more years of professional experience coordinating and/or booking conferences and/or special events in a university setting working in or with housing accommodations.
• Comfortable working with a conference database program and providing staff training.
• Experience using event management or scheduling software (e.g., EMS, Mazevo, or similar).
• Familiarity with campus event planning or educational institution settings.

Skills and Abilities:

• Marketing experience with the ability to navigate through multiple social media platforms.
• Strong organizational skills with keen attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed, with some mandatory overtime.
• Prior experience with billing systems and client payment processes.
• Excellent customer service skills.
• Ability to work independently and with others as a team to carry out an event successfully.
• Exercise good judgement, discretion and decision-making skills.
• Ability to deal consistently with students, alumni, faculty, administrators, and community leaders alike with courtesy, professionalism and confidentiality.
• Ability to identify and assess safety issues to reduce liability risk to the college.
• Strong personal initiative, self-motivated and self-directed; unwavering commitment to excellence and continuous improvement
• Active listening skills to develop and maintain relationships and build trust and credibility with a diverse set of internal and external stakeholders
• Exhibit qualities of integrity, trustworthiness, respect and team collaboration

Physical Requirements:

• Office environment, ability to make quick, thoughtful decisions in stressful or emergency situations.
• Some events may involve frequent bending, moving, lifting and carrying material weighing up to 50 pounds, standing up to eight hours, and/or working in all weather conditions.

Job Exempt:

No

Salary Range:

18.40-23.00

The offer rate will be based on a review of the candidate’s credentials compared to the qualifications of the position, internal equity, and our overall compensation philosophy.

This role is not budgeted for visa sponsorship, all candidates must be authorized to work in the US without a need for current or future visa sponsorship.

Benefits:

Eligible full- and part-time employees are compensated beyond base salary through our total rewards package that includes (but is not limited to):

• Flexible scheduling options determined by role;
• Medical, prescription drug, vision, dental, life, and long-term disability insurance options
• An outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions)
• Generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!)
• Full-time and part-time members of the faculty and staff are eligible for tuition remission for themselves. Additionally, full-time members of the faculty and staff are eligible for tuition remission for their spouse/spousal equivalent and are eligible for various tuition programs for their children. Credit for full-time benefits eligible employment at other institutions of higher education will be applied to waiting periods.
• A comprehensive employee wellness program including program incentives
• A myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card

To learn more about Bucknell’s benefits, click here! (*Eligibility criteria and waiting periods may apply.)

Inclusive Excellence:

Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and seeks candidates who will contribute to a climate that supports the growth and development of a diverse campus community.We endeavor to enhance our capacity to value and capitalize on the cultural richness that diversity brings. We encourage all individualsto apply and donot discriminate inadmissions, employment, educational programs and/or activitieson the basis of race, color, national or ethnic origin, age, religion, disability, pregnancy, sex/gender, gender identity and/or expression, sexual orientation, marital or family status, military or veteran status, or genetic information.

E-Verify

Bucknell University participates with the United States Customs and Immigration Services (USCIS) E-Verify program. We will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

For additional information regarding Bucknell’s E-Verify requirements, please contact the office of Talent, Culture & Human Resources [phone] or email [e-mail].