Conference & Event Coordinator - Hourly (Part Time) at William & Mary in Posting Location

Job description

Job Requisition: JR102181 Conference & Event Coordinator - Hourly (Part Time) (Open) Job Posting Title: Conference & Event Coordinator - Hourly (Part Time) Department: CC00416 WM001 | WMUO | Conference Services Job Family: Staff - Public Relations Worker Sub Type: Wage-Continuing (non-benefited) Job Requisition Primary Location: William & Mary Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, we maintain a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers. W&M Auxiliary Services supports this mission by providing high-quality products and services in the Bookstore, Campus Child Care, Conference and Event Services, Print Shop, Mail Center, Dining Services, Tribe Card Services Office, Parking and Transportation, McCormack-Nagelsen Tennis Center, Trademark Licensing, Sponsorship, and Vending to enhance the W&M experience for students, faculty, staff, alumni and visitors while maximizing the financial contribution to the University. The Conference & Event Coordinator assists with front line customer service, administrative, coordination, and logistics support, and registration services, as well as a resource and mentor for seasonal staff. Responsibilities include (but are not limited to): • Logistical & onsite coordination of conferences and events to include, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, parking, rec space, vendor rentals, etc. • Provide clients with budget estimates for their events. • Participate in summer student staff recruitment and staff training. • Provide information necessary for creating seasonal staff goal sheets & lead seasonal staff. • Provide helpful customer service (Answer phones, respond to departmental emails and mail. • Assist in maintaining inventory of supplies. Serve as a purchasing resource for client vendor needs. • Performs data entry for events files. Generates reports and distributes appropriately to facilitate conference planning across campus. • Manage registration for assigned groups ensuring timely and accurate reporting for clients. • Prepare and send invoices. Post payments received, send confirmations, modify registration records to reflect status changes. Maintain detailed notes regarding transactions and updates for billing purposes, follow-up on unpaid accounts. • Generates name badges. • Prepares timely final invoices and reports for conference groups, ensuring reports are in balance with revenues received and expenses paid. • Assist groups at start of each reservation and as needed throughout the event. Close out upon group departure. • Prepare for group arrival by checking residence halls and meeting space to ensure spaces are ready. Job Description: Required Qualifications: High-school Diploma or equivalent. Event coordination experience including logistical details such as housing, meeting space, transportation, catering, etc. Experience in a customer service role in a professional office environment. Working knowledge of general office practices, with familiarity with general office equipment (e.g Phone, scanner, printer). Familiarity with general accounting, billing and/or fiscal procedures and processes, with strong mathematical computation skills and the ability to analyze and review data for use in strategic planning and data driven decision making. Strong computer skills and proficiency in a variety of software applications to include Adobe Acrobat, DocuSign, Zoom, MS Office (specifically Outlook calendar, Word and Excel) and