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Coordinator of Special Events and Conferences

2 months ago

Indiana, Pennsylvania, United States Ball State University Full time


Position Title:
Conference & Special Events Coordinator

About this Opportunity:


Ball State University is recognized as a top employer, offering a supportive work environment that values work/life balance and provides an excellent benefits package.

The Conference & Special Events Coordinator plays a vital role in the organization and execution of special events and summer conferences. This position involves managing reception duties for the Office of Conference & Special Events, overseeing supply procurement and inventory, and utilizing computer software for communication and reporting while preparing and implementing detailed plans and arrangements.

Wages Begin At:
$18.45

FLSA:
Non-Exempt

Hours/Week: 40

Pre-Employment Screening:
Successful completion of a background check is required.

Position Function:


Under the guidance of the Director, the Coordinator will assist in event coordination, scheduling, and reception duties, while also managing supply purchases and inventory. Effective communication and detailed planning are essential for success in this role.


Minimum Requirements:
An Associate's degree from an accredited institution or a High School diploma accompanied by equivalent job experience. A minimum of one year of relevant work experience in event planning and customer service, showcasing leadership and team-building skills is required. Proficiency in oral and written communication, basic computer skills, and strong analytical and problem-solving abilities are essential.

Authorization to Work:
Candidates must have current authorization to work in the U.S. without employer sponsorship.

Preferred Education:
A Bachelor's degree from an accredited institution is preferred.

Preferred Experience:
Additional relevant experience is advantageous.

Supervised:
Conference & Special Events Student Employees.

EEO Statement:

Ball State University is an Equal Opportunity/Affirmative Action employer committed to diversity within its community. Women, minorities, individuals with disabilities, and protected veterans are encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to any legally protected status.


Job Duties:


The Coordinator will be responsible for:

  • Coordinating, scheduling, and facilitating special events and summer conferences.
  • Communicating with clients to gather event requirements and maintain ongoing communication.
  • Maintaining and coordinating the scheduling of university spaces.
  • Conducting tours of the university as requested.
  • Assisting with event management activities and ensuring professionalism in all interactions.
  • Preparing and communicating Conference & Special Events contracts.
  • Maintaining effective customer relations and outlining event plans.
  • Preparing client invoices and auditing revenue accounts.
  • Exhibiting proficiency in operating event-related equipment.
  • Answering reception inquiries and maintaining communication with staff.
  • Performing related duties as assigned, including office maintenance and supply requisition.
  • Assisting with the orientation and training of student personnel.
  • Observing safety and security precautions to protect university property.
  • Maintaining and updating the Conference & Special Events website.

Regular and predictable attendance is required for this position.