Office of Conference Services - Event and Conference Services Coordinator

University of Miami • Coral Gables, FL

392d

About The Position

The Event and Conference Services Coordinator at the University of Miami is responsible for supporting, organizing, and executing overnight camps and conferences through the Student Center Complex & Conference Services. This role involves client communication, coordination of logistics, financial management, and staff training, ensuring a seamless experience for all conference groups and camps.

Requirements

• Bachelor's degree or appropriate combination of experience.
• Minimum of 1 year related experience in event planning, hospitality management, or conference services.
• Excellent written and oral communication skills.
• Strong interpersonal skills and problem-solving abilities.
• Ability to work independently and demonstrate sound judgment.
• Excellent customer service, organization, and planning skills.
• Knowledge of Office 365 suite, including Teams and Bookings.

Nice To Haves

• Experience with task tracking and event scheduling software.
• Familiarity with the University of Miami's operations.

Responsibilities

• Handle client inquiries for on-campus facilities and residential spaces for overnight conference groups and camps.
• Assist with coordination of housing, dining, meeting space, supplies, audio-visual equipment, and transportation for groups and camps.
• Prepare quotes and contracts based on group requirements and ensure understanding of financial commitments and payment timelines.
• Ensure efficient scheduling of all spaces utilized by conference groups and camps.
• Meet with group coordinators post-departure to review feedback and potential return.
• Work evenings and weekends as required with advance notice.
• Assist with conference group emergencies and disciplinary actions as needed.
• Manage the Summer Intern Housing Program including marketing and communication with interns.
• Collect and review proof of internship and university transcripts for summer interns.
• Coordinate stay details for Summer Housing Interns including assignments and services.
• Work closely with the Sr. Manager, Business Operations on invoicing and payment collection.
• Reconcile contracts and invoices for all groups and ensure timely billing and payment collection.
• Process payments in alignment with University and PCI compliance policies.
• Create and process Purchase Orders and other financial transactions.

Benefits

• Full-time employment with competitive salary.
• Opportunities for professional development and training.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree