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Conference Coordinator

3 months ago

Portland, United States University of New England Full time

The Conference Coordinator coordinates and supports all logistics related to conferences and special events with both internal and external clients and the summer use of residence halls on the UNE campuses. Responsibilities Plan, coordinate, and carry out all daily activities/operations related to assigned administrative functions. Assist in departmental budget planning: monitor expenditures, process budget documents, manage invoices, and purchase orders. Produce, manage and disseminate departmental newsletter outlining recent events and relevant topics for clients, service providers, and networking contacts. Provide technical support for departmental website updates and changes. Maintain periodic revisions and coordinate with UNE Communications Department for annual web-training. Create, manage and maintain content for conference services and social media. Initiate, coordinate, implement and monitor all logistical aspects of conferences and special events for external and internal customers including, but not limited to, room scheduling, housing accommodations, food service, facilities set-ups, security and media. Responsible for designated programs and special events.

manage and monitor on-site registration process. responsible for tracking revenue and expenses. responsible for fiscal accountability and all billing details. primary on-site customer service representative and liaison on behalf of department for clients and vendors. work closely with Facilities, Media and ITS units to utilize and maintain necessary equipment.

Develop and manage procedures for coordination of all services involved in event management and registration processes. Confer and coordinate with other University services and vendors to ensure maximum safety and appropriate utilization of facilities. Responsible for giving direction to student workers scheduled to events (on-site). Ability to maintain up to date knowledge of trends/developments in the field of Conference and Event Planning. Commit to actively fostering a welcoming culture of inclusion and diversity. Perform other related duties as assigned. Qualifications Bachelor’s Degree in business or related conference, event management or hotel motel related field with 1-3 years of relevant experience, or a combination of education and experience from which comparable knowledge and skills have been acquired. Must have strong organizational and detail oriented skills. Proven interpersonal skills with the ability to communicate with a broad spectrum of clients, external support services, faculty and staff. Possess excellent oral and written communication skills. Experience in event coordination and management. Proven ability to work independently and take initiative. Must have strong telephone and computer skills with web development and design skills desired. Knowledge of University and University policies and procedures. Requires the ability to work weekends and evening hours on a regular basis during peak conference season and other times throughout the year as necessary. Physical requirements include the ability to walk and stand for extended periods of times and to lift, carry and move tables, chairs and equipment as needed. Must be able to regularly travel between campuses when needed.

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