Conference and Program Services Coordinator

Conference and Program Services Coordinator

University Housing

Georgia State University

Reporting to the Assistant Director of Conferences, the Conference and Event Coordinator is responsible for coordinating conference events and accommodations and planning housing conference events. The Event Coordinator assists the Assistant Director of Conferences in training and supervising the summer conference staff and the operations for summer conference services. The Event Coordinate will plan client housing accommodations and coordinate special events with campus partners.

The office is located at GSU's downtown Atlanta campus.

The position's work schedule is in-office five days per week.

WHAT MAKES University Housing A GREAT PLACE?

• A knowledge-sharing organization that works collaboratively with diverse partners.

• Professional development opportunity and mentorship

• A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

Position Responsibilities:

• Leadership and Supervision

• Recruit, train, supervise, and evaluate the performance of summer conference staff and office assistants.

• Develops Summer Staff Training for conference staff.

• Develops and Manages Scheduling for Summer Conference Staff

• Monitors and approves timecards for conference student staff, including tracking hours.

• Assists Assistant Director of Conferences in the development of Processes and Procedures for overall unit operations and training.

• Assists Assistant Director of Conferences with conference operations to ensure that university housing services are focused on building long-term, value-based customer relationships that enable the achievement of organizational goals and objectives* Initial follow-up person on rejected work orders and seeing the work through to completion.

• Administrative

• Monitors and reconciles budget and purchasing card activity.

• Create access cards in CCURE.

• Process meeting room reservation requests and maintain reservation calendar in MS Outlook.

• Orders and inventories office supplies, maintains office equipment, and schedules IT support as necessary.

• Serves on University Housing Committees.

• Participates in scheduled staff trainings, workshops, and retreats held each academic year.

• Attends weekly staff meetings.

• Oversees Summer Key Audit and Key Replacement with Locksmith and Building Operations Manager

• Manages Summer Group Reconciliation and Billing processes with department business managers.

• Conference Operations

• Establish relationships with internal departments, professional event associations, organizations and corporations to highlight conference services in the professional arena.

• Collect and gather client feedback.

• Assists Assistant Director of Conferences with department data collection, analysis, and visualization.

• Leverage software to reduce manual processes and increase efficiency and effectiveness.

• Help achieve department revenue goals by planning and organizing logistically successful events.

• Schedule and conduct planning meetings with clients as necessary to develop and communicate understanding and expectations of all conference/event arrangements.

• Maintain and respond to inquiries from potential clients, including tracking and responding to leads from Unique Venues and the Atlanta Convention and Visitors Bureau

• Assist in preparing Requests for Proposals (RFPs) and contracts.

• Provide oversight for the University Housing conference services program.

• Collaborate with public-private partners on conference program logistics and needs

• Serve as liaison between conference clients' needs and evaluate quality of services.

• Develop a conference schedule to generate a targeted annual goal of one million.

• Create and manage registration websites for individual group clients.

• Arrange, negotiate, and maintain vendor contract details for additional conference services (i.e., dining/catering, meeting rooms, shuttle services, tours, etc.)

• Provides Project Management of Conference Systems Configuration and Management