Event and Conference Services Coordinator

bucknell; Lewisburg (Union County); On-site; USD 25,000 - 32,000; Full time

Job summary

Bucknell University is seeking an Event and Conference Services Coordinator to manage campus event scheduling, contracts, invoicing, and onsite support. The role requires coordinating space, catering, technology, safety, and logistics for events and conferences.

You will work with a team to improve the scheduling system, communicate with stakeholders, and ensure smooth execution from planning through event day, with occasional evenings and weekends as needed.

Qualifications

• Associate’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field - OR - High School diploma + two years of admin support/ customer service, incl. one year event coordination/hospitality.
• Knowledge of scheduling software or similar enterprise scheduling software.
• Bachelor’s degree in Event Management or related field preferred; or two more years of admin support/customer service including event coordination/hospitality.
• Two+ years of experience coordinating and/or booking conferences or events in a university setting, including housing accommodations.
• Experience using event management or scheduling software (EMS, Mazevo, or similar).
• Familiarity with campus event planning or educational institutions settings.

Responsibilities

• Facilitates scheduling of events in campus venues using the scheduling software.
• Collaborates with support staff to improve scheduling system and user experience.
• Coordinates all event requirements: space reservations, catering, tech, safety, parking, setup, and other resources.
• Ensures approval processes and campus policies (contracting, insurance, invoicing) are followed.
• Directs preparation and distribution of marketing and promotional materials for the department via website and social media.
• Serves as scheduling advisor and day-of-event contact for setup needs.

Skills

Marketing

Communication

Event coordination

Customer service

Multitasking

Education

Associate’s degree in Event Management

Bachelor’s degree in Event Management

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.

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.

Salary

No Salary Range: 18.40-23.00