Conferences and Events Coordinator Job at Bryant University
Full Time / Part Time Full Time Job Type Staff Reports To Director, Conferences and Events Position Summary
This position reports to the Director, Conferences and Special Events and is responsible to coordinate and administer the arrangements for conferences and events held by external customers using Bryant facilities; and to provide planning, logistical and event management support required for university events, including commencement ceremonies.
Bryant University is a private New England university with a tradition of innovation and a global vision for success. Our new strategic plan, Vision 2030 , sets a trajectory for the next decade through academic excellence, outstanding student life, competitive athletics and student outcomes among the nation’s top 1% for ROI.
Principal Accountabilities
Bryant University is a private New England university with a tradition of innovation and a global vision for success. Our new strategic plan, Vision 2030 , sets a trajectory for the next decade through academic excellence, outstanding student life, competitive athletics and student outcomes among the nation’s top 1% for ROI.
- Oversee all logistics for residential and non-residential programs to ensure the efficient coordination of all facilities and services. Confer with internal stakeholders regarding setup, menus, and scheduling to ensure success of events; attend major events as required to confirm smooth execution. Develop a detailed run of show for each event.
- Assist with the development of marketing strategies and vehicles that promote the use of campus facilities and services for conferences and special events, participate in the implementation of such strategies, and the development of marketing materials.
- Work with the director and representatives of other university constituent groups to plan, organize and execute successful large university-sponsored events, such as Graduate and Undergraduate Commencement ceremonies.
- Maintain accurate records of all labor and service costs associated with campus events in order to accurately bill clients. Maintain and update the price list of all rental rates, housing, catering, and staffing. Prepare client invoices within 14 days of the program.
- Work with various internal departments to coordinate summer activities scheduling to ensure maximum facilities usage and revenue generation while avoiding space conflicts. Responsible for organizing and facilitating weekly look ahead meetings with key stakeholders. Maintain appropriate Admission materials for distribution to events with enrollment potential.
- Assist in the coordination of the opening and closing of the summer conference season, including, but not limited to, obtaining key inventory, set up ancillary offices for clients, and finalizing inventory and ensure timely key return at the conclusion of the season.
- Assist in the management of the Access Card ID activation system for residential summer guests with the IT Department, working, as appropriate, with network services to generate network passwords for all summer groups.
- Assist in the development of content and graphics for event programs, signage and web-based invitation software used for large scale university events.
- Prepare CAD-quality event diagrams via the Room Diagramming software used to facilitate set-ups and fire marshal approvals for large events.
- Serve as an administrative point of contact for the request and logistical requirements for various campus spaces for both non-academic and academic events, via the university scheduling software.
- Oversee Salesforce.com and the CRM software. Build database, track inquiries, proposals and streamline customer data (proposals, contracts, communication). Generate statistical reports.
- Work collaboratively with the Director and appropriate committees and departments to analyze and improve existing policies and procedures regarding space allocation and utilization.
- Maintain office web site, events calendar and all social media platforms for the Conference Office and university Commencement. Implement yearly integrated campaigns that drive traffic to the web sites and build enthusiasm. Generate statistical reports. Submit event information to university calendar.
- Recruit and supervise student conference coordinator staff. Develop and implement training programs and establish student schedules and daily tasks for events to ensure adequate support and assistance during events and conferences.
- Perform related duties as assigned.
Certain requirements are subject to possible accommodation to reasonably accommodate persons with disabilities.
Qualifications
This position is best served by an individual with an undergraduate degree and 2 or more years of experience planning, organizing, and overseeing conferences and special events. The ability to effectively manage multiple priorities are required to successfully coordinate a myriad of arrangements for events within fiscal and time constraints. Excellent oral and written skills are required to work effectively with clients, and clearly communicate/negotiate client requirements to numerous university departments. Strong computer skills are required to support the website, maintain records, data, and billing for events, as well as develop attractive program and marketing materials. This position requires evening and weekend hours.
Working Environment
Bryant University recognizes that its position as a leader in higher education is greatly determined both by the diversity of its campus community and its intellectual endeavors. Its commitment to link academic and social diversity for the benefit of the learning and living environment reflects its belief that excellence and diversity are mutually reinforcing objectives. We are committed to building an equitable and inclusive campus community, one that values individual difference and fosters greater understanding of the many facets of diversity and other distinctive characteristics that make us different. We encourage applications from candidates with an appreciation for and understanding of diverse backgrounds and experiences.
Learn more about our ongoing commitment to building a community of inclusive excellence.
Physical Capacities
Posting Detail Information
Posting Number
STA02380
Work Hours
Standard Business Hours are M – F, 8:30 am – 4:30 pm. This position requires evening and weekend hours.
Open Date
12/09/2022
Close Date
Open Until Filled
Applicant Special Instructions
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