Meetings Coordinator - NCAA

Shorts Travel Management•Indianapolis, IN

1d•Onsite

About The Position

Short’s Travel Management is hiring a full-time, hourly Meetings Coordinator for its NCAA Meetings and Convention team. This on-site position is located in Indianapolis, Indiana, and supports planning, execution, and reconciliation for NCAA meetings and events. The coordinator works primarily within the NCAA Conference Center alongside the meeting and event planning team and vendors, and also organizes logistics for internal meetings and events with clients. The role includes supporting daily Conference Center operations; coordinating room setups, catering, and audiovisual needs; arranging venue sourcing and contracts, primarily for restaurants with private dining rooms; and managing event requests, registration, attendee communications, and documentation through internal systems. The coordinator also provides administrative support and assists the director of events, housing manager, and meeting and event planners as needed. The position requires strong customer service, communication, organization, attention to detail, flexibility, and the ability to manage multiple projects. Flexible, non-traditional hours and travel may be required. Short’s Travel Management is a family-owned, women-owned private corporation specializing in sports travel. The company describes its mission as enhancing the experience of getting there, being there, and coming home, and emphasizes innovation, service, teamwork, passion, and dedication. It is an equal opportunity employer and participates in E-Verify.

Requirements

Bachelor’s degree or equivalent experience preferred.
Ability to work a flexible schedule, including non-traditional hours, and travel if needed.
Experience in event coordination, meeting planning, hospitality, or a related field.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Customer service experience in a professional environment.
Proficiency with Microsoft Office, including Word, Excel, and Outlook.
Experience using project management platforms such as Asana.
Ability to learn new software and internal systems quickly.
Analytical and troubleshooting skills.

Nice To Haves

Experience with event registration or booking systems.

Responsibilities

Collaborate with the meeting and event planning team and vendors on day-to-day NCAA Conference Center operations.
Assist with planning and executing NCAA internal meetings, including room setups, catering, and audiovisual needs.
Serve as the meeting and events office client interface at the NCAA office.
Learn and use Short’s Travel systems and processes for meeting requests, registration, purchase card use, and reconciliation.
Assist the director of events, housing manager, and meeting and event planners as needed.
Source venues and support contracting, predominantly for restaurants with private dining rooms.
Negotiate rates and contract terms to support cost savings and risk management.
Review contracts for consistency with required dates, locations, and space needs before final authorization.
Coordinate food and beverage menu planning for internal Conference Center meetings.
Support multiple projects while maintaining accuracy and attention to detail.
Manage meeting requests and event documentation using internal systems and workflows.
Assist with event registration platforms, attendee tracking, and communications.
Prepare and distribute event reports, rooming lists, and meeting summaries.
Provide administrative support, including scheduling, documentation management, inbox monitoring, data entry, and general clerical tasks.
Deliver customer service through clear communication, problem solving, and timely follow-through.
Remain dependable and flexible, cross-train or support other departments, and handle tasks outside the usual position scope when needed.