Job Function:

Minimum Education:

Preferred Education:

Minimum Experience:

Preferred Experience:

Duties and Responsibilities:

• Coordinate, schedule and facilitate special events and summer conferences for all
  incoming special events and conferences; communicate with clients to schedule
  events and to gather all event requirements; follow up with clients on a continuous basis;
  maintain and coordinate scheduling of all university spaces; conduct tours of the university and spaces within the university as requested; assist with event management activities.
• Assist with Conference & Special Events responsibilities; communicate effectively; maintain
  professionalism in a thorough, detailed, timely, even-handed manner; maintain confidentiality
  and ethical practices; remain calm, courteous and in control of all situations and have a positive
  impact on others; maintain composure at all times; especially when under stress; manage disagreements to reach win-win situations and create an environment where all are treated with dignity and respect and where all policies, rules, and regulations are consistently administered.
• Assist with the preparation and communication of Conference & Special Events
  contracts; maintain effective customer and intra-university relations; outline event
  plans and arrangements making sure to note guarantee information on all contractual
  agreements.
• Prepare client journal vouchers/invoices for conference services; submit to Student Financial Services for processing within the established business month; audit revenue accounts on the monthly financial statements to verify that client journal vouchers or invoices were correctly posted; audit revenue accounts on a monthly basis to ensure accounts receivables (off-campus and intra-university invoices) are paid; trace unpaid accounts and send overdue notices. Consult with clients to resolve any and all invoice questions.
• Exhibit proficiency in operation of all event related equipment (e.g. classroom audio-visual equipment) including set-up and troubleshooting.
• Answer receptionist telephone, great incoming visitors, channel inquiries; maintain
  communication with other staff, including but not limited to being on call certain nights
  and weekends during major conference events.
• Perform other related duties as assigned, including but not limited to; reporting office repair needs, requisitioning office supplies, maintaining storage of department records according to guidelines and cleaning and maintaining office equipment.
• Assist with orientation of student personnel; provide training; assign work and monitor work of students.
• Assist with the purchase of supplies from approved suppliers such as but not limited audio-visual
  equipment for events, tables and chairs, etc. that is required for the efficient operation of the event from internal and external vendors.
• Observe safety and security precautions to prevent personal or employee injury
  and theft of University or employee property; maintain keys in a safe manner to prevent
  unauthorized use.
• Maintain and assist in development and updating of the Conference & Special
  Events website.
• Perform other related duties as assigned.
• Maintain regular and predictable attendance as required by this position.