Conference Operations Coordinator
2 weeks ago
About Ball State University:
Ball State University is recognized as a premier workplace, having been ranked among the top midsized employers in the region.
Position Title:
Conference & Special Events Coordinator
Opportunity Overview:
Are you seeking a role that provides a comprehensive benefits package, generous paid time off, and promotes a healthy work/life balance? Ball State University is offering a leadership position within the Conference & Special Events team.
The Conference & Special Events Coordinator will play a crucial role in orchestrating special events and summer conferences. Responsibilities include managing reception duties for the Office of Conference & Special Events, overseeing supply procurement and inventory, utilizing computer software for communication and reporting, and preparing detailed plans and arrangements.
Salary Grade: 11Compensation:
Starting at $18.45 per hour
Employment Classification:
Non-Exempt
Work Hours:
40 hours per week
Pre-Employment Requirements:
Successful completion of a background check is mandatory.
Key Responsibilities:
Under the guidance of the Director, the Coordinator will:
- Assist in the planning and execution of events.
- Coordinate and schedule special events and summer conferences.
- Manage reception duties for the office.
- Supervise the procurement and inventory of supplies.
- Utilize computer software for effective communication and reporting.
- Prepare and implement detailed plans and arrangements.
An Associate's degree from an accredited institution or a High School diploma with equivalent relevant experience. A minimum of one year of direct or related experience in event planning and customer service, demonstrating leadership and team-building capabilities. Proficiency in oral and written communication, basic computer skills, and strong analytical and problem-solving abilities are essential.
Preferred Qualifications:
A Bachelor's degree from an accredited institution and additional relevant experience are preferred.
Supervision:
Oversee Conference & Special Events student employees.
Equal Employment Opportunity Statement:
Ball State University is an Equal Opportunity/Affirmative Action employer committed to fostering diversity within its community. We encourage applications from women, minorities, individuals with disabilities, and protected veterans.
All qualified candidates will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status, or any other legally protected status.
Job Duties:
The Coordinator will:
- Plan, schedule, and facilitate special events and summer conferences.
- Communicate with clients to gather event requirements and maintain ongoing communication.
- Coordinate the scheduling of university spaces and conduct tours as needed.
- Assist with event management and ensure effective communication.
- Prepare and manage contracts for Conference & Special Events.
- Maintain effective customer relations and outline event plans.
- Prepare invoices for conference services and manage accounts receivable.
- Exhibit proficiency in operating event-related equipment.
- Manage reception duties and maintain communication with staff.
- Assist in training and supervising student personnel.
- Ensure safety and security measures are followed.
- Maintain and update the Conference & Special Events website.
Regular and predictable attendance is required for this position.
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