Conference & Event Coordinator

The Board of Trustees for the University of Northern Colorado•Greeley, CO

About The Position

The Conference & Event Coordinator schedules University Center, Campus Commons, auxiliary, and state facilities and coordinates services needed for events and conferences. The coordinator serves as a liaison among clients, university departments, vendors, and community resources, helping ensure that each event meets its objectives and runs successfully. Services may include housing, dining, catering, parking, recreational and athletic facilities, meeting spaces, transportation, and audio/visual support. The coordinator meets with current and prospective clients to determine objectives and recommend suitable services; schedules and supervises service delivery; conducts pre-event meetings; and checks arrangements on the day of an event. The role troubleshoots problems, prepares and negotiates detailed quotes and contracts, and prepares final expense sheets. It also approves final bills and negotiates or resolves billing disputes. The position requires applying University and University Center policies, including liquor policies and space-use agreements, while maintaining accurate event and billing information.

Requirements

Bachelor’s degree, or two years of relevant Conference and Event Planning experience.
At least one year of professional, full-time experience or two years of graduate-level experience in conference/event management.
Knowledge of event planning and conference management.
Proficiency with Microsoft Office products and Microsoft Windows.
Ability to learn specialized software systems quickly.
Strong organizational and time-management skills, including the ability to manage multiple assignments and work under pressure while achieving positive results.
Attention to detail and accuracy in all work.
Ability to develop relationships with conference clients and consistently anticipate, recognize, and fulfill their needs.
Valid U.S. work authorization at the time of application; the university cannot provide H-1B sponsorship.

Nice To Haves

Degree in business, recreation, tourism and hospitality, or a related field.
Conference or event management experience in a higher education setting.
Relevant work experience in higher education.
Basic web design experience.

Responsibilities

Schedule available University Center, Campus Commons, auxiliary, and state spaces for events and conferences.
Present customers with lodging, meal and dining, classroom and facility, parking, and other service options under the one-stop business model.
Enter events, facility reservations, and catering information into computerized scheduling software to communicate client needs to campus departments.
Apply and interpret University and University Center policies, including liquor policies and space-utilization agreements, when arranging events and conferences.
Meet with clients in person or by phone before events to discuss details and confirm final requirements.
Check event arrangements on the day of the event, including catering and dining, lodging, facility reservations, check-in, setup, and space usage; troubleshoot and resolve conflicts or problems.
Coordinate with catering and dining, housing, parking, campus recreation, facilities management, and building operations staff to ensure events and conferences are successful.
Prepare event invoices by compiling facility and equipment usage, verifying charges, and providing detailed expense breakdowns and departmental expense and revenue information to the Billing Manager.
Organize and distribute catering menus weekly, updating and distributing changes as they occur.
Meet with current and potential clients to identify event or conference objectives and recommend services.
Schedule and supervise delivery of event services, including housing, dining, catering, parking, recreational activities, athletic facilities, meeting spaces, transportation, and audio/visual services.
Conduct pre-event meetings with clients, campus partners, and vendors to clarify arrangements and expectations.
Prepare, negotiate, and execute detailed quotes and contracts defining requested facilities and services.
Approve final bills and negotiate or resolve billing disputes.

Benefits

Health insurance
Dental insurance
Vision insurance
Life insurance
Long-term disability insurance
Selection of defined contribution retirement plans for full-time positions
Sick leave
Other leave options may be available based on position
Tuition waiver benefits for full-time employees
Undergraduate dependent tuition grants of up to 50% of in-state tuition for eligible dependents and spouses of employees working at 0.5 FTE or above