Conference Events Coordinator | Facility Conference/Event Coordinator

Job no: 614965
Work type: Support Staff
Pay Grade: 12
Major Administrative Unit / College: Eli Broad College Of Business
Department: Executive Development Programs 10008276
Salary: 47815.00 - 58169.00 Salary Commensurate
Location: Troy
Categories: Full Time (90-100%), Administrative Professionals- AP, Administrative/Business/Professional, Operations Services, Residential and Hospitality Services, Union
Working/Functional Title

Conference Events Coordinator

Position Summary

Basic Function

Plans, schedules, markets, and coordinates conferences, workshops, seminars or similar events held within a large facility such as the Eli Broad Graduate School of Management's James B. Henry Center for Executive Development, Management Education Center, Secchia Center, or Residential and Hospitality Services facilities.

Characteristic Duties and Responsibilities

Receives contacts from individuals and groups interested in scheduling conference activities at the designated facility. Assists customers in planning conference details, including dates, length of stay, locations, registration, physical facilities and equipment, food service, external tours and recreational events, and related arrangements. Maintains accounts in designated market segments for conference facilities. Recruit new clients and contracts in order to promote facilities and develop internal and/or external relationships. Negotiates rates and terms of agreements in order to secure business. Reserves classroom and meeting space, and makes arrangements for and oversees the preparation of the facility, including speakers tables, seating configurations, overall decor, audio-visual equipment, telephone service, and related equipment and facilities preparation. Inspects conference facilities and meets and corresponds with conference representatives both prior to and during sessions in order to ensure maximum customer satisfaction. Meets with MSU and external groups and individuals in order to encourage the use of the designated facilities for conferences, workshops and related events. Prepares periodic and special financial and operational reports regarding conference and related activity. Assists in the development of strategic marketing plans and enhancing information systems, service standards, cost controls and pricing policies in order to optimize overall conference business, service and customer satisfaction.

Communication/Interpersonal Relationships Interacts with: University, Business and Public Contacts - in order to develop client prospects, maintain existing client relationships, and make arrangements for offered services and functions. Vendors/Suppliers- in order to acquire materials, supplies, and maintain inventory. Designated Supervisor - in order to receive direction, inform about conference operations and activities, and exchange information. Divisional, University and External Staff - in order to exchange information about products, services or offerings and to assist with assigned conference/event improvement projects.

Responsibility for Health/Safety of Others

This position has limited responsibility for the health and safety of others. Responsibility includes instructing and overseeing applicable safety standards.

Impact on Programs/Services/Operations

Overseeing and coordinating high quality conference and related services is essential for the success of programs and/or conference services area. Poor attention to customer desires and needs may result in customer dissatisfaction and loss of business and related revenue.

Work Environment

Standard office environment. The job requires moderate physical effort and involves moving throughout the designated facility in order to provide tours to current and prospective customers, and viewing a VDT screen 26-75% of the time.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which would normally be acquired by completing a four-year college degree program in Hotel, Restaurant and Institutional Management or a related business field; three to five years of related and progressively more responsible or expansive work experience in institutional housing or institutional conference coordination; or an equivalent combination of education and experience.

Desired Qualifications

Education, training or participation in programs hosted by professional associations or corporations to obtain skills in hospitality or event management programs. Examples include, but are not limited to, Certified Meeting Professional,Meeting Professionals International, Destination Marketing Association International, Certified Tourism Ambassador or Professional Convention Management Association. Knowledge of hospitality banquet and catering events. Experience using Microsoft Office products and a hospitality property management system to prepare bookings and input client requests.

Required Application Materials

• Cover Letter
• Resume detailing professional experience, education, training and certifications

Work Hours

Schedule will vary weekly based on client needs. Work shift will begin before 8 a.m. or end after 5 p.m. at times. Occasional weekend shifts will be required.

Bidding eligibility ends on 10/22/2019 at 11:55 PM

Advertised: Oct 16, 2019 Eastern Daylight Time
Applications close: Oct 29, 2019 Eastern Daylight Time