Event/Conference Coordinator

University of Oklahoma•Norman, OK

5d•Onsite

About The Position

The Event and Conference Coordinator oversees the daily operations of a busy conference and event facility, ensuring exceptional service for both university and external clients. This position supervises full-time and student staff, coordinates event logistics from initial client inquiry through event completion, enters and maintains event details in the scheduling system, and communicates event information with Forum staff. The coordinator enters all room setups, audiovisual needs, catering, parking, signage, and vendor services while working closely with the Forum Director and Conference Services team to ensure successful event execution. This role is responsible for staff scheduling, payroll and timesheet approval, assisting with training and development, event contracts, purchasing, and maintaining strong relationships with clients and campus partners. The coordinator also assists with maintaining the Forum website and enhancing the facility's visibility through social media and other marketing efforts.

Requirements

Bachelor's degree.
24 months experience in event planning and coordination, outreach or public relations.
Valid Oklahoma Driver's License or ability to obtain within 30 days of hire date.

Nice To Haves

Knowledge of university systems such as Qualtrics, PeopleSoft, Concur and content management systems (CMS).
Experience with marketing and social media platforms, including but not limited to LinkedIn, Constant Contact, and Canva.
Experience supporting professional education, conferences, or industry-focused training programs.
Experience in fundraising, grant writing, or sponsorship development.

Responsibilities

Oversees the daily operations of a busy conference and event facility.
Ensures exceptional service for both university and external clients.
Supervises full-time and student staff.
Coordinates event logistics from initial client inquiry through event completion.
Enters and maintains event details in the scheduling system.
Communicates event information with Forum staff.
Enters all room setups, audiovisual needs, catering, parking, signage, and vendor services.
Works closely with the Forum Director and Conference Services team to ensure successful event execution.
Responsible for staff scheduling, payroll and timesheet approval.
Assists with training and development.
Handles event contracts and purchasing.
Maintains strong relationships with clients and campus partners.
Assists with maintaining the Forum website.
Enhances the facility's visibility through social media and other marketing efforts.