Meetings Coordinator - NCAA

Description

Short’s Travel Management, a leading provider of NCAA Athletic travel for collegiate athletics has an immediate opening for a Meetings Coordinator with its NCAA Meetings and Convention team. We have a great team culture where we genuinely enjoy who we work with. If you have meeting and events experience, this may be a great fit for you! This full-time, hourly position is on-site, located in Indianapolis, IN.

This role is responsible for assisting with designated aspects of NCAA meetings and events, including planning, executing and reconciliation. This position will work primarily within the NCAA Conference Center, alongside the meeting and event planning team and vendors. It will also be responsible for working with clients to organize and coordinate logistics for internal meetings and events.

• Competitive pay rate commensurate with experience
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Disability Insurance
• 401(k) plan
• Paid Time Off

• Collaborates on the day-to-day operations of the NCAA Conference Center with Short’s Travel meeting and event planning team and other respective vendors.
• Demonstrates meeting planning knowledge, skills and abilities specifically as it relates to the daily planning and execution of NCAA internal meetings, to include room set‑ups, catering and audio‑visual needs.
• Serves as Short’s Travel meeting and events office client interface at NCAA office.
• Learns all areas of Short’s Travel systems and processes including meeting requests, registration, purchase card use and reconciliation.
• Assists director of events, housing manager, and meeting and event planners as needed.
• Utilizes exceptional customer service capabilities including, but not limited to: above average listening skills, negotiating and communication skills, creative thinking mindset with problem‑solving capabilities, detail oriented with excellent, timely follow‑through.
• Ability to communicate with a variety of people in multiple facets not limited to: verbally, phone, email, etc.
• Deliver excellent customer service through clear communication, problem solving, and timely follow‑through.
• Provides support with venue sourcing and contracting, predominantly restaurants with private dining rooms. Negotiate the best rates and contract terms to ensure cost savings and risk management. Review contracts for consistent date, location and spacing needs prior to final authorization.
• Coordinate food and beverage menu planning for internal conference center meetings.
• Support multiple projects simultaneously 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 communication management.
• Prepare and distribute event reports, rooming lists, and meeting summaries.
• Provide administrative support such as scheduling, documentation management, inbox monitoring, data entry, and general clerical tasks.
• Demonstrates the ability to be a good team player: cross-trained or available for cross utilization, dependable and reliable, is flexible with the ability to multitask.
• We are a team at Short’s Travel Management and as such, you may be expected to assist in other departments or handle tasks outside of your typical position scope for the benefit of our clients or company.

• Bachelor’s Degree or equivalent experience preferred.
• Ability to work a flexible schedule (i.e. non-traditional hours), and travel if needed.
• Experience in event coordination, meeting planning, hospitality, or related field.
• Strong organizational and multitasking ability.
• Excellent written and verbal communication skills.
• Customer service experience in a professional environment.

• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Experience using project management platforms such as Asana.
• Ability to learn new software and internal systems quickly.
• Analytical and troubleshooting skills.
• Experience with event registration or booking systems preferred.

Short’s…