Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Under minimum supervision, responsible for overall operations of the Conference Coordination Department. Functions as the representative to accounts of the Conference Center assigned by the Sales Department to plan, organize and coordinate meeting the needs and requirements of the Conference Center’s clients.

Job Description

Essential Functions:

• Manages overall operations of the Coordination department.
• Coordinates all meeting needs and requirements of clients with necessary Conference Center Departments and outside vendors.
• Is familiar with accommodations, meeting facilities, and support services available at and through the Conference Center in order to promote the effective utilization of the Conference Center by clients.
• Partners with Sales to coordinate, research, communicate, connect, and execute service-related tasks with all recognized top clients to provide a personalized VIP experience while building Graylyn's and the Sales Team's relationship with them throughout their stay.
• Promotes the use of the Conference Center’s ancillary services (i.e., banquets, cocktail receptions, and theme parties) in fulfilling the general, unique or special meeting objectives of the Conference Center’s clients and generally promoting the Conference Center as the facility best suited to meet their particular meeting needs and requirements.
• Arranges and conducts site visits by clients for the purpose of planning, organizing, and coordinating all meeting needs and requirements. Participates in the “Coordinator on Duty” program.
• “Up-sells” services and products of the Conference Center not provided in the Full American Plan. Represents the Conference Center in negotiating all Full American Plan “up-sell” services and products within guidelines established by the Conference Center.
• Maintains an “up-sell” level necessary to reach the general “up-sell” objectives of the Conference Center.
• Maintains open communication with all departments to better meet the general, unique, and special meeting requirements of clients and maintain consistency in the Conference Center‘s management policy and service philosophy.
• Follows proper channels when seeking authorization for special rates, concessions, discounts, etc., to be extended to corporate accounts to insure the fiscal and operational soundness of contract negotiations and formation.
• Updates the Meeting Plan (function sheet) continually to reflect an accurate and current status of all meeting requirements so as to enable the Departments to accurately facilitate the clients’ needs.
• Adheres to the policies of the Conference Center as set forth in the Employee Handbook and reports any observed violations to Human Resources.
• Maintains the highest level of employee/guest relations.
• Maintains a good working relationship with all departments.
• Performs other related duties as assigned.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree plus one-year related experience, preferably in a hospitality environment, or an equivalent combination of education and experience.
• Excellent communication skills, both oral and written; strong interpersonal skills.
• Ability to sell contracts via phone and personal interaction.
• Ability to interact with guests in a friendly and professional manner.
• Demonstrated ability to organize, plan and coordinate details of a meeting.
• Demonstrated knowledge of customer service skills.
• Ability to communicate effectively in the English language.
• Ability to resolve conflict to guest satisfaction.
• Knowledge of Graylyn history and guest room features (training available).
• Proficiency in Word, the internet, email, and other industry-related software.
• Ability to operate standard office equipment.
• Ability to work any assigned shift, including evenings and weekends.

Physical Requirements:

• Medium work. Climbing, balancing, stooping, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions. Close visual acuity. Subject to both inside and outside environmental conditions.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.