Conference Services Coordinator

Conference Services Coordinator

Location:

Scotts Valley Enterprise Center

Job

Under the general supervision of the Associate Director of Conferences Services, the incumbent coordinates a variety of pre‑collegiate programs, sports campus and adult programs. This position develops, plans, organizes, and implements campus services specialized for these programs and supervises student staff, providing onboarding, training and ongoing direction. The Coordinator manages relationships with campus departments and service providers to ensure successful delivery of services to conference clients and outstanding customer service.

Budgeted Salary: $72,000–$75,000 annually.
Benefits Level Eligibility: Full benefits.
Schedule: Full‑time, 40 hours per week, Mon‑Fri, Day shift.
Employee Classification: Career appointment.
Job End Date: None.
Work Location: Scotts Valley Enterprise Center.
Union Representation: Non‑Represented.
Job Code Classification: EVENTS SPEC 3 (006292), Grade 21.
Travel: Never or Rarely.

• 80% – Conference Coordination – Meet with prospective clients, assess program requirements, develop ongoing interaction, recommend and coordinate use of university and community resources, negotiate services, develop cost proposals, secure signatures, ensure compliance with permits and reporting, reserve housing and meeting facilities, arrange related needs (housing, food, catering, classrooms, labs, AV, parking, recreation, transportation), work with vendors, manage special events, administer remedies to unexpected situations, coordinate solutions, review expenses, obtain approval, perform analysis, prepare invoices.
• 10% – Student Hiring, Training and Supervision – Participate in training, onboarding, and supervision of student staff; ensure training on equipment, policies, pricing; meet regularly for support and performance tracking; oversee scheduling and time reporting; provide mentoring and feedback.
• 10% – Campus Community Relations – Interface with UCSC colleges and campus partners, consult and inform housing, dining, catering, parking, signage, AV, meeting space, recreation, represent Conference Services as liaison, attend or facilitate meetings, manage key issuance.

• Demonstrated experience developing, managing, and coordinating multiple large conferences and events.

• Strong organizational and problem‑solving skills with the ability to prioritize a heavy workload and meet deadlines.

• Excellent written and verbal communication skills, ability to convey campus details, schedules, and special instructions, and foster effective communication.

• Strong computer skills (Word, Google Docs, Spreadsheets, conference database, email, internet).

• Team‑player, collaborative, and able to work independently with minimal direction.

• Experience working with clients, students, and staff from diverse backgrounds.

• Excellent interpersonal skills and ability to establish cooperative relationships.

• Ability to provide outstanding customer service in a hospitality environment under pressure.

• Ability to understand UCSC and cultural climate; exercise good judgment and diplomacy.

• Basic mathematical skills for cost proposals and invoicing.

• Ability to develop innovative solutions and undertake challenging projects with flexibility.

• Ability to assimilate complex information, communicate effectively on a one‑to‑one and small group basis.

• Ability to motivate, model best‑practice customer service, and supervise student staff.

• Must pass a pre‑employment criminal history background check.
• Must pass the employment misconduct disclosure process.
• Must possess a valid California driver’s license.
• MUST work overtime, including evenings and weekends routinely during June, July and August.
• Must complete required training within established time frames (including UC compliance training).
• Must comply with UCSC vaccine program policy.
• Is a mandated reporter under the Child Abuse and Neglect Reporting Act (CANRA); must report and sign acknowledgment before commencing employment.
• Exercise discretion in handling sensitive information; follow data…