Event and Conference Services Coordinator

Position Title:

Event and Conference Services Coordinator

Position Type:
Full time

Scheduled Weekly

Hours:

40

Categories:
Staff Non-exempt

Bucknell University is seeking an Event and Conference Services Coordinator. This position oversees the scheduling of events using the University's scheduling system. They will coordinate events, conferences, and meetings by handling the logistics, university's registration system, contracting, invoicing, and providing onsite event assistance. This position is a full-time, benefits eligible, non-exempt staff position.

Reporting Relationship:
Reports to the Event & Conference Services Manager

Work Setting /

Schedule:

This position is scheduled to work on campus. The typical schedule will be Monday - Friday, 8:30 am - 4:30 pm, with periodic nights and weekends. Some mandatory overtime will be required

• Facilitates requests for scheduling events in campus venues.
• Reserves/schedules the events and services using the scheduling software.
• Works collaboratively with other support staff to proactively find solutions for improving the scheduling system, user experience, and the event scheduling process.
• Coordinates all requirements for events from identifying the resources needed, coordinating space reservations, catering, technology, public safety, parking, setup, and other resources as needed.
• Validates applicable approval processes are completed.
• Ensures all policies and procedures are properly followed for events using campus venues such as contracting, collecting insurance certificate(s), invoicing, etc.
• Work in collaboration with manager to direct the preparation and distribution of marketing, communications and promotional materials in support of the department via website, printed materials, digital communication platforms and social media.
• Serves as the scheduling advisor and assists with the execution of events and conferences by confirming setup needs with customers and serves as point of contact on the day of event.

Note:

The job description’s listed responsibilities and tasks are not exhaustive, additional non-essential tasks and responsibilities may be assigned as needed.

Required:

Associate's degree in Event Management, Hospitality, Communications, Marketing, Business, or related field – OR – High School diploma or GED and two years of experience working in administrative support and providing exceptional customer service, including one year experience in event coordination and/or hospitality. Knowledge of scheduling software or similar enterprise scheduling software.

Preferred, But Not

Required:

Bachelor’s degree in Event Management, Hospitality, Communications, Marketing, Business, or related field. – OR – High School diploma and four years of experience working in administrative support and providing exceptional customer service, including one year experience in event coordination and/or hospitality. Two or more years of professional experience coordinating and/or booking conferences and/or special events in a university setting working in or with housing accommodations.

Comfortable working with a conference database program and providing staff training. Experience using event management or scheduling software (e.g., EMS, Mazevo, or similar). Familiarity with campus event planning or educational institution settings.

• Marketing experience with the ability to navigate through multiple social media platforms.
• Strong organizational skills with keen attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed, with some mandatory…