Coordinator-Conf Services | Office of University Human Resources

Profile Summary

Positions in this job profile plan, organize, coordinate, evaluate, and participate in conference services; plan and monitor performance against program goals and objectives and ensure program results; interact with internal and external program or project stakeholders to build program support.

Distinguishing Characteristics

The distinguishing characteristics of the Coordinator-Conf Services profile are the responsibilities to manage the logistics of conferences for a department or college. Positions manage within a budget, participate in contract negotiation, execution, and provide outreach efforts in conference services.

Primary Position Responsibilities

1. Develops and manages conference specific budget, including tracking, reporting, and projections. 2. Event management and oversight, including ensuring the planning and execution of event logistics, wrap up and assessment. 3. Ensures compliance with University policy, state and federal regulations. 4. Establishes and maintains relationships with internal and external stakeholders, including university faculty, administrators, committees, federal, state, and local agencies, professional associations to ensure successful execution of conferences and events. 5. Supervision of classified and professional faculty positions including plan, assign and approve work; rewards/discipline; respond to grievances; hire/fire (or effectively recommend); prepare and sign performance evaluations/reviews. 6. Negotiates contracts for external vendors and oversees event preparation and execution for those vendors.

Problem Solving and Decision Making

Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knoledge and skills, and general precedents and practices. Decisions may affect a work unit or area within a deparmtnet; your job may contribute to business and operational decisions that affect the deparment. Decisions impact: • Entire University • Functions across the University • Department • Direct team • Donors and Alumni • Student/Parents • Vendors/Suppliers/Contractors • Other External Agencies and Institutions

Accountability

Results are defined by senior management, department/college and university mission, vision and strategies; existing practices are used as guidelines to determine specific work methods. Carries out work activities independently; supervisor/manager is available to resolve problems. Supervises work of classified or unclassified employees, including planning, assigning, scheduling and reviewing work, ensuring quality standards. Is responsible for hiring, terminating, training and developing, responding to grievances, reviewing performance and administering corrective action for staff. Plans organizational structure and job content. Monitors, informs, reports, reconciles and/or moves funds within budgets within a unit/department.

Relationship With Others

Collaborates and interacts within the Dept/Unit, University Wide, and Externally to: • Exchange routine, factual information and/or answer routine questions. • Identify needs/concerns of others, determine potential solutions, resolve or redirect appropriately. • Develop and maintain relationships with key contacts to enhance workflow and work quality. • Exchange detailed information or resolve varied problems. • Resolve conflict, negotiate or collaborate on major projects. • Persuade, gain cooperation and acceptance of ideas or collaborate on significant projects. Collaborates and interacts within the Dept/Unit to: • Access and/or work with sensitive and/or confidential information. • Handle sensitive issues and facilitate collaboration at the highest level.

Typical Requirements

Bachelor’s degree in Business, Marketing, Hospitality, or related field. Professional experience planning and coordinating meeting services, conferences and special events.

Disclaimer

The above statements are intended to indicate the general nature and level of work performed by positions within this job profile. They are not designed to contain or be interpreted as an exhaustive list of all duties, responsibilities, skills, and qualifications required of all employees within positions covered by this job profile.