Conference and Events Coordinator (Temp)

Conference and Events Coordinator (Temp)

University Housing

Georgia State University

University Housing cultivates a safe, inclusive, living-learning environment, where all residents develop holistically through support and opportunities focused on self-awareness, practical competence, cultural competence and academic engagement.

University Housing at Georgia State University is seeking a Conference and Events Coordinator (Temp).

WHAT MAKES GSU A GREAT PLACE?

• Flexible work environment.
• A knowledge-sharing organization that works collaboratively with diverse partners.
• Professional development opportunity and mentorship.
• A rapidly growing center within an academic setting.

WHAT WILL YOU DO:

This position will assist the Assistant Director for Communication and Conferences with conference operations to ensure that university housing services are focused on building long-term, value-based customer relationships that enable the achievement of organizational goals and objectives.

DUTIES AND RESPONSIBILITIES INCLUDE:

LEADERSHIP AND SUPERVISION

• Recruit, train, supervise, and evaluate the performance of summer conference staff and office assistants.
• Develops and Manages Scheduling for Summer Conference Staff.
• Monitors and approves timecards for conference student staff, including tracking hour.

ADMINISTRATIVE

• Monitors and reconciles budget and purchasing card activity.
• Create access cards in CCURE.
• Process meeting room reservation requests and maintain reservation calendar in MS Outlook.
• Participates in scheduled staff trainings, workshops and retreats held each academic year.
• Attends weekly staff meetings.
• Oversees Summer Key Audit and Key Replacement with Locksmith and Building Operations Manager.
• Manages Summer Group Reconciliation and Billing processes with department business managers.

CONFERENCE OPERATIONS

• Establish relationships with internal departments, professional event associations, organizations and corporations to highlight conference services in the professional arena.
• Collect and gather client feedback.
• Assist AD for Communication and Conferences with department data collection, analysis and visualization.
• Leverage software to reduce manual processes and increase efficiency and effectiveness.
• Help achieve department revenue goals by planning and organizing logistically successful events. Schedule and conduct planning meetings with clients as necessary to develop and communicate understanding and expectations of all conference/event arrangements.
• Maintain and respond to inquiries from potential clients, including tracking and responding to leads from Unique Venues and Atlanta Convention and Visitors Bureau.
• Assist in preparing Requests for Proposals (RFPs) and contracts.
• Provide oversight for the University Housing conference services program.
• Collaborate with public-private partners on conference program logistics and needs.
• Serve as liaison between conference clients' needs and evaluate quality of services.
• Create and manage registration websites for individual group clients.
• Arrange, negotiate, and maintain vendor contract details for additional conference services (i.e., dining/catering, meeting rooms, shuttle services, tours, etc.)

Minimum Requirements:

• Bachelor's degree and one year of related experience; or a combination of education and related experience.

Preferred Requirements:

• Master's degree in Hospitality Management, Business Management, Marketing & Communications, Student Affairs, Higher Education, or related degree.
• Experience in event management/coordination, operations and logistics.
• Experience in cross functional team supervision.
• Demonstrated experience in working with diverse populations of university students.
• Experience maximizing the use of organization management software such as Engage, Collegiate Link, or CampusGroups as a communication and marketing tool to promote campus activities. Also, a working knowledge of various social media platforms.
• Able to sustain communication with diverse groups, anticipate problems, reconcile conflicts, and maintain a strong philosophical basis for student activities.
• Outstanding leadership, management, interpersonal, and project planning skills to relate and work with a variety of faculty, students, parents, staff, and community members.
• Willingness to work in a team-oriented and collaborative environment.
• Must have the ability to manage and coordinate multiple projects and activities, make effective use of resources, and meet deadlines with minimal supervision required.
• Ability to be adaptable, resourceful, and creative in their approaches to unique problems while prioritizing delivery of superior customer service.

Additional Preferred Requirements:

• Previous experience associated with higher education / academic office environment.
• Strong customer service skills.
• Excellent interpersonal, written and verbal communication skills.
• Proficiency in utilizing Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Strong organizational skills and attention to detail.
• Able to multi-task, a self-starter, quick learner with an awareness to meet deadlines.
• Ability to manage and develop diverse student staff.
• Availability to be on call for a 24-hour rotation with other professional staff.

To be fully considered for this position, all candidates at the time of submission must provide the following documents:

• A complete and accurate GSU application
• Resume