Event/Conference Coordinator

UNIVERSITY OF OKLAHOM; Norman (OK); On-site; USD 30,000 - 50,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

University of Oklahoma seeks an Event and Conference Coordinator to manage a busy conference facility, ensuring top‑notch service for university and external clients. This role supervises full-time and student staff and coordinates event logistics from inquiry through completion, entering and maintaining event details, and coordinating with Forum staff.

This position also handles staff scheduling, payroll, training, contracts, purchasing, and maintaining strong relationships with clients and

Qualifications

• Bachelor's degree required.
• 24 months experience in event planning and coordination, outreach or public relations.
• Equivalency: 48 months related experience may substitute for a Bachelor's degree.

Responsibilities

• Oversee daily operations of a busy conference and event facility and ensure high-quality service.
• Coordinate event logistics from initial client inquiry through event completion.
• Enter and maintain event details in the scheduling system and communicate with Forum staff.
• Assist with staff scheduling, payroll and timesheet approval, training, contracts, purchasing, and client relationships.

Skills

Event coordination

Public relations

Staff supervision

Communication

Scheduling

Education

Bachelor's degree

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