Coordinator of Conference Services & Special Events

Indiana Tech•Fort Wayne, IN

About The Position

Indiana Tech is seeking a Coordinator of Conference Services & Special Events who brings energy, organization, and a passion for creating exceptional campus experiences. This role serves as the primary liaison with internal and external constituents, providing organizational leadership in developing, implementing, and overseeing conferences, workshops, events and public functions. This position works collaboratively to plan and produce high-profile elite events and functions that involve campus and community partners ensuring that the highest of standards are reflected in the planning and presentation of events. The Coordinator of Conference Services and Special Events develops an office which serves as a gateway for internal and external communities in identifying, scheduling, contracting and the billing of appropriate campus venues for the lease and use of facilities to ensure a seamless and trouble-free experience for clients. This position provides oversight and leadership for student staff, the campus scheduling software, and facilities/equipment within the student union and other prominent locations. Several nights and weekend hours will be required depending on scheduled events. This position directly reports to the Director of Student Engagement.

Requirements

Bachelor’s degree in hospitality management, event management, business, communications, public relations, marketing, higher education administration, or a related field preferred. Equivalent combination of education and experience may be considered.
One to three years of professional experience in conference services, event planning, hospitality, venue operations, or a related field preferred.
Strong customer service and interpersonal skills, with the ability to serve as a welcoming and professional first point of contact for internal and external clients.
Experience supporting event logistics, including scheduling, communication, room setups, vendor coordination, and day-of-event execution.
Working knowledge of audio-visual equipment, event technology, and basic troubleshooting.
Experience using scheduling, database, or event management software preferred; experience with Ad Astra or similar systems is a plus.
Ability to work collaboratively with campus partners, including information technology, dining services, security, facilities, and other support departments.
Strong organizational, problem-solving, and communication skills, with attention to detail and the ability to manage multiple priorities.
Willingness to work occasional evenings and weekends as needed to support events, camps, and departmental needs.
Word: Intermediate
Excel: Intermediate
Outlook: Expert
PowerPoint: Intermediate
Database: Intermediate
Data Entry Intermediate

Nice To Haves

Experience supporting events from inquiry through execution preferred.
Experience working with clients, guests, vendors, or event hosts preferred.
Experience with summer camps, conferences, or special events is a plus.
Experience supervising student employees or part-time staff is preferred.
A working knowledge of regulations pertaining to events assigned including familiarization with requirements of the Fire Marshal, Health and Safety, Liquor licensing and other regulatory agencies is preferred.

Responsibilities

Serve as first point of contact for special events with internal and external constituents.
Provide exemplary customer service and has specialized knowledge of audio-visual equipment, vendors, support services, scheduling, contracting, and risk management procedures to effectively satisfy client needs.
Provide information to potential clients including quotes, diagrams, facility tours and walk-through meetings.
Serve as the primary system administrator with the campus scheduling software, Ad Astra. This role includes maintaining software upgrades, developing user trainings, and coordinating material so software evolves as campus facilities usage evolves.
Build an effective and focused conference services team creating strong morale and team spirit.
Manage student staff in the day-to-day operations for functional area(s) of responsibility.
Responsible for hiring and retaining student staff.
Delegate both routine and important tasks and decisions, while assuming final responsibility for event logistics through effective team management.
Oversee equipment training, inventories, and coordinates with on-campus service providers.
Work collaboratively with Information Technology on technological needs within conference services venues.
Provide inventory control and maintenance for conference services according to established procedures.
Collaborate with dining services and security to support and ensure safety and compliance with all local fire and health department regulations.
Serve as primary lead associated with coordinating summer camp events.
Perform other duties as assigned.