WM001 William & Mary

Compensation

Full Description

Job Requisition: JR101490 Conference & Event Coordinator (Open) Job Posting Title: Conference & Event Coordinator Department: CC00416 WM001 | WMUO | Conference Services Job Family: Staff - Communications Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Campus Center/ Unity Hall Primary Job Posting Location: William & Mary Job Description Summary: Unit Mission Statement: 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, 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. Position Summary: The Conference & Event Coordinator assists Conference & Event Services with front-line customer service, administrative, coordination, logistics support, and registration services, as well as is a resource and mentor for student workers. Responsibilities include (but are not limited to): • Provide logistical coordination of conferences and events including, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, parking, rec space, vendor rentals, etc. • Help with training student workers and creating student work schedules. • Provide front-line customer service in answering phones, responding to departmental emails, submitting work orders, maintaining office inventory, and sharing overnight on-call responsibilities during the summer conference season. • Manage the registration system for assigned conference groups ensuring timely and accurate processing of registration data for clients. • Maintain detailed notes regarding transactions and updates for history and billing purposes and follow up on unpaid accounts. • Assist with the annual budget process by generating financial summaries of current and historical data and projecting future costs; providing clients with budget estimates for their conferences and events. Job Description: Required Qualifications: • High School Diploma or equivalent. • Valid Driver’s License with a minimum of two (2) years of driving experience. • Event/conference coordination experience including managing logistical details such as housing, meeting space, transportation, catering, etc. • Experience in a customer service role in a professional office environment. • Familiarity with general billing, and/or fiscal procedures and processes. • Strong computer skills and proficiency in a variety of software applications including Adobe Acrobat, DocuSign, Zoom (Meeting and Webinar), MS Office (specifically Outlook calendar, Word and Excel), and web-based applications and databases. • Demonstrates excellent oral, written, organizational, and customer service skills. Preferred Qualifications: • Collegiate Conference & Events Professional (CCEP) certification or Certified Meeting Professional (CMP). • Experience with IRIS events management, Event Management System (EMS,) experience and Banner experience. • Experience with room diagramming and performing physical room sets, changes, and strikes. • Previous experience in collegiate conference operations. • Previous experience with registration management. Conditions of Employment: • This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor. • Ability to work a flexible schedule and additional hours, particularly during the summer months and times when there is an academic break, that would include evenings, weekends and holidays. • Valid Driver's License with a minimum of two (2) years of driving experience. • Ability to work outside for group registrations and event management. • Ability to lift and carry boxes associated with registration and office materials. • This is a restricted position subject to availability of funding. Essential Designation: No Job Duties: Description: Conference Support: (provides logistical support and coordination of assigned conferences and events) • Coordinates logistics for assigned camps, meetings, conferences, and special events on a year-round basis. • Works closely and cooperatively with staff and campus service providers to coordinate logistical details. • Continuously monitors tasks and services to ensure timeliness and accuracy in preparing for and servicing clients and guests. • Follows up on past-due accounts. • Prepares initial drafts of group contracts. • Prepares initial draft of final invoices and reports for assigned conference groups and events no later than 10 days following the conference or event to ensure reports are in balance with revenues received and expenses paid. • Acts as a resource for summer student seasonal staff by providing information related to assigned groups. • Assigns and directs work of student staff. • Responsible for providing clients with budget estimates for their conferences and events held through the department. • Assists in staffing theatre events to include, but not limited to, acting as building manager, usher, and/or box office manager. • Assists the wedding coordinator for the department and provides onsite coordination for the day of the events. • Provides logistical coordination of conferences and events to include, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, tours, parking, rec space, vendor rentals, etc. , Registration System Support (Manages the registration system for assigned conference groups ensuring timely and accurate processing of registration data for clients). • Prepares and sends invoices for individuals paying by purchase order. • Posts payments received to individual accounts and sends out confirmations. • Modifies registration records to reflect status changes, comps, and discounts. • Maintains detailed notes in the registration system of transactions and updates for history and billing purposes. • Follows-up on unpaid accounts. • Generates name badges for attendees as well as event tickets when needed. • Prepares initial drafts of final invoices and reports for assigned conference groups no later than 10 days following the conference to ensure reports are in balance with revenues received and expenses paid. • Contributes to a high level of customer service and professional services offered by the Department. • Maintains accurate and timely records of customer interactions for conference planning coordination and invoicing. • Participates in the review of survey responses to make recommendations to ensure the department's customer service goals are met or exceeded annually. • Participates in the development of customer service goals and contributes to the success of the department. • Participates in meeting office goals by contributing cost-saving and innovative ideas and meeting the department's strategic goals and initiatives. • Follows University and Conference Services policies and procedures in performing all responsibilities associated with the position. , Administrative Support. (Provides administrative and clerical support to the Office of Conference & Event Services). • Provides front-line customer service (answers phone lines, responds to departmental emails and mail, photocopies and submits work orders, and shares overnight on-call responsibilities during the summer conference season and other times of high event volume and resident occupancy). • Assists in maintaining inventory of office and summer supplies. • Serves as a purchasing resource for client vendor needs and office management lead for seasonal student staff. • Runs office errands to include but not limited to daily deposits to the Bursar's Office • Provides calendar management (scheduling appointments for the Director & Conference Manager). • Tracks interest applications, and performs data entry for conference group files. • Generates a variety of reports (pre-conference client reports, meal counts, housing and attendee lists, daily facility use reports, facility use agreement drafts, final invoices for conferences, meal encoding reports) and distributes appropriately to facilitate conference planning and coordination across campus. • Prepares CEU certificates as instructed. • Participates in the recruitment and selection of summer staff, as well as with staff training. • Provides fiscal support (processes all forms of payments, both payables and receivables for conference services). • Prepares vendor payments, generates deposits, posts conference registration payments to client records, and final invoice payments for conferences. • Maintains accurate and timely records of all financial transactions with an extremely high level of accuracy (99%), while adhering to all university policies regarding fiscal operations and management. , 15%, 15%Physical Demands: Climbing - Frequently Sedentary Work - Frequently Clerical, Administrative, Machine Operators (including inspection), Inspection, Close Assembly - Constantly The worker is subject to inside environmental conditions - Frequently Stooping - Frequently Light Work - Frequently The worker is subject to outside environmental conditions - Frequently Balancing - Frequently Medium Work - Frequently The worker is subject to both environmental conditions: Activities occur inside and outside. - Constantly Crouching - Frequently Heavy Work - Frequently The worker is subject to extreme cold: Temperatures below 32 degrees for periods of more than one hour. - Occasionally Kneeling - Frequently Very heavy work - Occasionally The worker is subject to potential exposure to high noise areas or impact noise such as moving machinery - Occasionally Crawling - Occasionally The worker is subject to vibration - Occasionally Reaching - Constantly Standing - Frequently Walking - Constantly The worker is required to wear personal protective equipment - Occasionally Pushing - Frequently Pulling - Frequently Lifting - Frequently Grasping - Frequently Feeling - Occasionally Talking - Constantly Hearing - Constantly Repetitive Motion - Constantly Additional Job Description: Applies knowledge of customer relations, public relations, and/or supervisory principles. Frequently provides visitor assistance and/or intra-agency and external information exchange. May require the ability to translate and use sign language. Ability to independently research and write for publications, copy and other materials (traditional or electronic). Additional Job Description: Pay: Up to $37,000 per year commensurate with experience Job Profile: JP0040 - Public Relations & Marketing Specialist II - Nonexempt - Salary - S05 Qualifications: Compensation Grade: S05 Recruiting Start Date: 2026-03-13 Review Date: Position Restrictions: Restricted Funds EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility. William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us.