Conference & Event Coordinator Part Time

Position: Conference & Event Coordinator - Hourly (Part Time)
## Conference & Event Coordinator
- Hourly (Part Time)
Apply:
Remote Type
- Not eligible:
Posting Location
- William & Mary:
Part time:
Posted Today:
JR102181
** 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.
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* Job Description:

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* 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…