Event/Conference Coordinator

University of Oklahoma; Norman (OK); On-site; USD 45,000 - 55,000; Full time

Job summary

University of Oklahoma is seeking an Event and Conference Coordinator to manage a busy conference facility and deliver exceptional service to campus and external clients.

Responsibilities include coordinating logistics from inquiry to completion, supervising staff, and handling contracts, purchasing, and marketing efforts to raise the venue's visibility.

Qualifications

• Bachelor's degree required.
• Minimum 24 months experience in event planning and coordination, outreach or public relations.
• Equivalency: 48 months related experience may substitute for the Bachelor's degree, totaling 72 months.
• Valid Oklahoma Driver's License or ability to obtain within 30 days of hire.

Responsibilities

• Oversee daily operations of a busy conference and event facility.
• Coordinate event logistics from inquiry through completion.
• Enter and maintain event details in the scheduling system and communicate with Forum staff.
• Enter room setups, audiovisual needs, catering, parking, signage, and vendor services.
• Schedule staff, manage payroll and timesheets, and assist with training and development.
• Handle event contracts, purchasing, and relationships with clients and campus partners.
• Assist with maintaining the Forum website and marketing efforts.

Education

Bachelor's degree

Total 72 months experience equivalent

Job description

Pay Range: Targeted salary up to $50,000, depending on education and experience.

Benefits Eligible: Yes

Work Schedule: Monday-Friday 8am - 5pm, with occasional evenings and weekends.

Travel: May be required

Position Introduction

The Event and Conference Coordinator oversees the daily operations of a busy conference and event facility, ensuring exceptional service for both university and external clients. This position supervises full-time and student staff, coordinates event logistics from initial client inquiry through event completion, enters and maintains event details in the scheduling system, and communicates event information with Forum staff. The coordinator enters all room setups, audiovisual needs, catering, parking, signage, and vendor services while working closely with the Forum Director and Conference Services team to ensure successful event execution.

This role is responsible for staff scheduling, payroll and timesheet approval, assisting with training and development, event contracts, purchasing, and maintaining strong relationships with clients and campus partners. The coordinator also assists with maintaining the Forum website and enhancing the facility's visibility through social media and other marketing efforts.

Required Education and Experience:

• Bachelor's degree.
• 24 months experience in event planning and coordination, outreach or public relations.

Equivalency/Substitution:

Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 72 months experience.

Required Certifications And Licenses

Valid Oklahoma Driver's License in order to drive University vehicles or ability to obtain within 30 days of hire date.

Department Preferences

• Knowledge of university systems such as Qualtrics, PeopleSoft, Concur and content management systems (CMS).
• Experience with marketing and social media platforms, including but not limited to LinkedIn, Constant Contact, and Canva.
• Experience supporting professional education, conferences, or industry-focused training programs.
• Experience in fundraising, grant writing, or sponsorship development.

Hiring Contingent Upon a Background Check:

Yes

Special Indications

• Hiring contingent upon driver's license check