Conference and Program Services Coordinator (TEMP)

Georgia State University•Atlanta, GA

About The Position

The Conference and Program Services Coordinator (temp) at Housing Conference Services, Georgia State University, reports to the Assistant Director for Communications and Conference Services (ADCC). This role is responsible for coordinating conference events and accommodations, planning housing for conference events, and assisting the ADCC in training and supervising summer conference staff and operations. The coordinator will plan client housing accommodations and coordinate special events with campus partners.

Requirements

Bachelor's degree and four years of related experience; or a combination of education and related experience.

Nice To Haves

Prior housing experience, hotel management, or apartment rental experience.
Experience working with STARREZ (database).

Responsibilities

Recruit, train, supervise, and evaluate the performance of summer conference staff and office assistants.
Develops Summer Staff Training for conference staff.
Develops and Manages Scheduling for Summer Conference Staff
Monitors and approves timecards for conference student staff, including tracking hours.
Assists the Assistant Director for Conference and Program Services in the development of Processes and Procedures for overall unit operations and training.
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.
Initial follow-up person on rejected work orders and seeing the work through to completion.
Monitors and reconciles budget and purchasing card activity.
Create access cards in CCURE.
Process meeting room reservation requests and maintain the reservation calendar in MS Outlook.
Orders and inventories office supplies, maintains office equipment, and schedules IT support as necessary.
Serves on University Housing Committees.
Participates in scheduled staff trainings, workshops, and retreats held each academic year.
Attend 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.
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 with 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 the 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 the quality of services.
Develop a conference schedule to generate a targeted annual goal of one million.
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.).
Provides Project Management of Conference Systems Configuration and Management.