Conference Consultant

Edmond, OK
Aug 01, 2017
Institution Type
Four-Year Institution

Job ID 2017-0023
Posted Date 7/31/2017
Org Number 020034
Department Nigh University Center
Division Vice President of Operations
Job Type Staff
Location US-OK-Edmond
Proposed Salary Range $14.68 per hour ($30,543 annually)
Targeted Job Start Date ..
Hours Per Week 40
Weeks Per Year 52
Regular Workdays/Hours 8am-5pm, Monday-Friday; with occasional evening and weekend requirements
Preference Date ..

Position Overview

Coordinate the logistics of events such as conferences, seminars, special promotions, programs, camps, and/or direct mail campaigns. Organize events and programs from the conception to clean-up; to include schedule staff, catering, contracts, venue and layout. Plan and administer events following budget guidelines and requests. Assist in evaluating the program and give information to leadership.

Department Specific Essential Job Functions

Responsible for event bookings and customer relations for the Nigh University Center Conference Complex.

Responsible for event bookings and customer relations for the Nigh University Center Conference Complex.

Meets to consult with customers to determine desired outcome for events.

May work evenings and weekends.

This includes obtaining information regarding events, event dates and times, estimated number of participants, food services, media and set-up needs.

Uses good judgment from experience to regulate the requests of customers in order to comply with Nigh University Center policies.

Offers suggestions of established room arrangements and other creative presentation details based upon the abilities of our facilities and staffing.

Inspects reserved rooms for accuracy, compliance and completion of event requests.

Inputs in a timely manner, the proper reservation information data into the scheduling log and scheduling software program.

Constant coordination of requests for banquets, receptions, and refreshment orders between customers and contract food service management.

On a regular basis provides upcoming event schedules to the Nigh University Center Assistant Director, Building Supervisor, Set-up Technicians, Food Services, Custodial Services and all other appropriate University departments to insure the delivery of all necessary services for the event.

Provides on a timely basis, all backup documentation to Accounting Clerk personnel for proper and timely billing to the customer.

Coordinates customer services and needs to the Building Supervisor, room arrangements to the Set-up technicians, media needs to the Multi-Media Specialist, and needs to the Parking Department.

Acts as the primary resources person for Conference and Events scheduling in the Nigh University Center.

May address and resolve problem situations with unsatisfied customers.

Performs other related duties as assigned.

Qualifications/Experience Required

Requires a university degree in related field or 4+ years of equivalent work experience in chosen field that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.

Qualifications/Experience Preferred

Experience with Windows suite.

Reservation/scheduling experience in a university setting, hotel or conference center.

Bachelor's degree in business related field.

Previous experience with EMS software. Experience with any computerized scheduling software.


Ability to listen and follow instructions.

Ability to work with others in team environment.

Read and comprehend instructions.

Demonstrate respect in interactions; Honesty and Integrity.

Ability to effectively determine which facilities best suit the needs for the event and presenting the facility on a regular basis to our customer.

Must be available to meet with customer and show facilities on multiple floors.

This may include occasionally evenings and weekends hours.

Attention to detail and the ability to follow a set system of policies and procedures.

Excellent communication and organization skills.

Proven job skills in a detail-oriented position.

Proven abilities in the coordination and scheduling of events and related functions.

Must possess excellent customer relation skills, as this position requires meeting with customers and assisting them in the planning of their events, and suggesting the appropriate facilities and, layouts and services to enhance their function.

Ability to make appropriate decisions and give instructions in the absence of the Assistant Director of the Nigh University Center.

Physical Demands

Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.