Conference & Event Coordinator

KANSAS ATHLETICS • Lawrence, KS

2d

About The Position

The Conference & Event Coordinator plays a key role in delivering full-service destination management and event coordination for Jayhawk Hospitality. This position provides direct support to the Senior Event Manager and serves as a liaison between meeting planners/clients, Jayhawk Hospitality leadership, university partners, and regional community vendors. With a strong focus on execution and client service, the Coordinator supports assigned events and programs by managing booking requests, coordinating logistics, and ensuring seamless delivery of conferences, meetings, special events, and group programs both on campus and throughout the Kansas City metro and surrounding states. This role supports the Senior Event Manager.

Requirements

• Bachelor’s degree from an accredited college or university.
• Minimum of one (1) year of professional experience in event coordination, conference services, hospitality, or related sales-support roles.
• Strong interpersonal, customer service, and relationship-building skills.
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Strong problem-solving, organizational, and critical-thinking abilities.
• Excellent verbal and written communication skills.
• Willingness and ability to travel regionally as needed.

Nice To Haves

• Knowledge of University of Kansas campuses, facilities, and assets.
• Experience coordinating events across multiple venues or destinations.
• Familiarity with scheduling and event management systems (e.g., 25Live, CollegeNet).
• Proficiency with Microsoft Office, CRM platforms, Zoom, and related event technologies.
• Interest in destination management, hospitality sales support, and regional tourism development.

Responsibilities

• Serve as the primary coordinator for assigned events, ensuring all logistics are executed accurately and professionally.
• Coordinate event space bookings with University stakeholders and external partners, including scheduling, setup, financial considerations, and tear-down.
• Support the planning and execution of in-person, hybrid, and multi-day events across campus and regional venues.
• Assist with group housing coordination and lodging needs.
• Develop customized event proposals, timelines, and service plans.
• Prepare and manage contractual agreements in coordination with sales leadership.
• Maintain strong working relationships with campus departments, service providers, and community partners.
• Assist with identifying and onboarding new regional partners to support destination services in the KC metro and surrounding states.
• Create and distribute event alerts and communications for partners related to upcoming group activity.
• Conduct post-event reporting, evaluations, and future traces to support repeat business efforts.
• Manage and update event calendar
• Maintain inventories of printed collateral and meeting materials.
• Coordinate production, ordering, and delivery of meeting materials.
• Utilize CRM and event management systems (HubSpot, Momentus,etc) to ensure accurate documentation and communication.
• Maintain working knowledge of organizational policies, procedures, budgets, invoices, and expenses.
• Research industry trends and best practices to support continuous improvement.
• Perform other duties as assigned by the Director of Jayhawk Hospitality or designee.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level