Conference and Event Coordinator, PT

1 week ago

Fort Worth, United States Southwestern Baptist Theological Seminary Full time
Position Title: Conference and Event Coordinator

Department: Event Management

Date Prepared: February 2023

FLSA Status: Hourly / Non-Exempt

Part Time

Standard of Christian Commitment

The divine mission of the Seminary mandates that all personnel must demonstrate a commitment to the purposes of the Seminary. Every employee shall be an active member of a local church of believers in Jesus Christ as Lord and Savior. It is expected that conduct becoming a follower of Jesus Christ will be portrayed in the community.

Job Summary:

The conference and event coordinator will organize and facilitate conferences providing assistance in the days leading up to as well as on-site assistance throughout the event. They are skilled in managing staff, liaising with contractors and suppliers, and organizing speakers and programmers. Applicants should have a flexible schedule being able to up to 28 hours a week with availability on work days, evenings, weekends, and holidays. This position will report directly to the Riley Center General Manager.

Essential Job Functions / Responsibilities

  • Demonstrate a Spirit of Service-We are relationship focused and are here to serve with enthusiasm. We are driven to exceed expectations by listening, leading, solving problems, and over-delivering what we promise.
  • Pursue Excellence-We passionately do all things to honor Christ and to demonstrate the utmost hospitality. Quality permeates all that we do.
  • Act with Integrity-Our relationships are founded on honesty, trust, respect, and humility. Teamwork is punctuated by transparent communication and flexibility.
  • Practice and Advance Stewardship-We preserve our property and resources and optimize profitability, acknowledging the sacrificial gifts from churches and ministry partners that undergird us.
  • Interact with the guests by phone, in person, and by email to handle requests for events
  • Collect detailed information for the event
  • Provide accurate billing information
  • Ensure overall client satisfaction
  • Welcome all visitors of the Riley Center and provide information regarding room locations, conference information, and SWBTS campus information
  • Oversee meeting booking, cancellation, and postponement orders for clients
  • Plan and coordinate all activities to successfully execute meetings and conferences
  • Send confirmations to the proper departments
  • Determine participant counts and accordingly book right sized meeting rooms
  • Process all other additional requests such as room set-up, catering needs, and audio-visual device requirements
  • Obtain client feedback and make appropriate changes for improvements
  • Escalate complex booking issues to Director for immediate resolutions
  • Ensure that meeting rooms are set-up with requested amenities and audio-visual devices
  • Greet the participants and direct them to meeting room
  • Address new requests of hosts before and during meetings
  • Respond promptly to client calls and e-mails related to meeting set-up, catering, audio-visual, etc.
  • Perform regular inspection of meeting facility to ensure lighting, audio-visual equipment, and other amenities work properly
  • Perform other related duties as assigned and specific to area of responsibility
Skills / Requirements
  • Familiarity with Event Pro software not required but preferred
  • Conference coordinating experience not required but preferred
  • Excellent verbal and written communication skills
  • Maintain high-level of professionalism and competence with dealing with clients
  • Exhibit exemplary social skills and ensure considerate interactions with guests, staff, and other SWBTS departments
  • Must enjoy interacting with a diverse group of people from all backgrounds and age groups
  • Exhibit a humble, patient, and collaborative spirit in order to create a healthy and vibrant work culture for the staff team
  • Possess a strong work ethic and initiative
  • Ability to multi-task, pay attention to detail, and be a team player
  • Expectation to strive for personal and professional growth in leadership and general ministry effectiveness
  • Understand their respective roles and responsibilities in the event as an operation
Qualifications / Education:
  • High School Diploma or GED
  • Minimum of 2 years' experience preferred, but not required
  • Successful completion of background check, MVR, and credit check may be required.
Supervision:
  • This position does not oversee other employees.
  • This position will report to the Director Office of Events Management.
Decision-Making Responsibilities:
  • Yes - Making decisions on events
Exposure to Confidential Information
  • Yes
Physical Requirements
  • Physically able to sit and stand for long periods of time
  • Able to use computer and move about office to interact with other staff members
  • Able to attend meetings on site
  • Able to bend and/or stoop
  • Able to lift up to 30 pounds to perform tasks that may be assigned in the course of operations
  • Must be able to perform occasional overhead reaching, bending, stooping, twisting, and kneeling.
  • While performing the duties of this job, the employee is regularly required to talk and hear.
  • Frequently required to sit and reach with hands and arms.

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