Conference and Event Coordinator January Start Date

Aquinas College • East Grand Rapids, MI

12d

About The Position

The Conference and Event Coordinator manages the scheduling, coordination, and support of internal and external events. The role uses Event Management System (EMS) software to maintain accurate booking information and communicate professionally with campus departments and external clients. The Coordinator leads events in athletic facilities and supports departmental event needs across campus, including hands-on assistance with event setup and execution.

The position maintains event bookings and documentation, supports clients and campus departments, coordinates event logistics, monitors events on site, and assists with billing and financial reconciliation. Weekly schedules vary based on departmental needs, and event duties may take place at night or on weekends. The position starts January 5; the year is not specified.

Requirements

• Proficiency with event management software such as EMS or equivalent.
• Proficiency with Google Workspace and Zoom.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills, including the ability to build and maintain professional relationships.
• Ability to work evenings and weekends as needed for event coverage.
• Physical ability to support event setup, including lifting up to 50 pounds, moving furniture, and assisting with room configuration.
• Ability to walk, stand, bend, and lift during event setup and teardown.
• Flexible schedule to meet event demands.

Nice To Haves

• Prior experience in event planning, conference services, hospitality, or facilities/event setup is strongly preferred.

Responsibilities

• Enter, update, and maintain internal and external event bookings in EMS software.
• Process booking adjustments and cancellations accurately and promptly.
• Ensure event details comply with College policies and procedures.
• Serve as the primary contact for internal clients, providing outreach, ongoing communication, and account maintenance.
• Coordinate with internal departments to support event programmatic and operational needs.
• Lead planning and execution of events in athletic buildings and other designated campus facilities.
• Provide hands-on event setup, teardown, and logistical support as needed.
• Communicate with facilities, dining, athletics, IT, and other partners to support successful events.
• Monitor event progress, address on-site needs, and troubleshoot issues.
• Ensure event spaces are prepared and returned to standard configuration.
• Maintain records of contracts, agreements, and event documentation.
• Track and report event activity, including use of athletic and other campus facilities.
• Assist with billing, invoicing, and financial reconciliation for external client events.
• Engage with supervisors in appreciative inquiry to identify ways the position can advance sustainability.

Benefits

• Affordable medical, dental, and vision plans.
• Generous paid vacation each year.
• Paid holidays.
• Paid sick time.
• Short-term disability.
• College-paid life and AD&D insurance.
• Free tuition at Aquinas for employees and their dependents after one year of full-time employment.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed