- Professional
- Escritório em Grand Rapids
The Conference and Event Coordinator is responsible for managing scheduling, coordination,
and support of internal and external events. This role requires effective use of the Event
Management System (EMS) software to maintain accurate booking information and provide
professional communication with both campus departments and external clients.
The Coordinator will also take the lead on events in athletic facilities and support specific
departmental event needs across campus, including direct, hands-on assistance with event
setup and execution.
General Duties and Responsibilities
● Event Scheduling and Management
○ Enter, update, and maintain all internal and external event bookings in EMS
software.
○ Process adjustments and cancellations in a timely and accurate manner.
○ Ensure event details are consistent with College policies and procedures.
● Client and Departmental Support
○ Serve as the primary point of contact for internal clients, providing outreach,
ongoing communication, and account maintenance.
○ Coordinate with internal departments to support programmatic and operational
needs for events.
○ Lead planning and execution for events in athletic buildings and other designated
campus facilities.
● Event Coordination and Setup
● Required to help with events as needed, which means that weekly schedules will vary
based upon the department’s needs
● Provide hands-on support with event setup, teardown, and logistics as needed.
○ Please Note: these duties may occur on nights and weekends.
● Communicate effectively with facilities, dining, athletics, IT, and other partners to ensure
successful event outcomes.
● Monitor event progress, address on-site needs, and troubleshoot issues as they arise.
● Ensure event spaces are prepared and returned to their standard configuration.
● Administrative and Operational Support
○ Maintain accurate records of contracts, agreements, and event documentation.
○ Track and report event activity, including usage of athletic and other campus
facilities.
○ Assist with billing, invoicing, and financial reconciliation for external client events.
Qualifications
● Prior experience in event planning, conference services, hospitality, or facilities/event
setup strongly preferred.
● Proficiency with event management software (EMS or equivalent), Google Workspace
(Teams, Chat, Sheets, Docs, etc), and Zoom
● Strong organizational skills and attention to detail.
● Excellent communication and interpersonal skills; ability to build and maintain
professional relationships.
● Ability to work evenings and weekends as needed for event coverage.
● Physical ability to support event setup, including lifting up to 50 pounds, moving
furniture, and assisting with room configuration.
Working Conditions
● Office and campus-based environment with regular event-related activity, which may be
indoor or outdoor.
● Requires ability to walk, stand, bend, and lift during event setup and teardown.
● Flexible schedule required to meet the demands of events.
