Conference and Event Coordinator, PT

Job Title: Conference and Event Coordinator

Location: Ft. Worth, TX

Job Type: Part-Time, Hourly

Department: Event Management

Reports To: Assistant General Manager

Date: 12/10/2024 Last Revision

Standard of Christian Commitment

The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message.

Southwestern Seminary, an entity of the Southern Baptist Convention, is a confessional institution. While the Seminary serves the larger evangelical Christian community, employees must embrace the values and standards the Seminary represents as it fulfills its mission of shaping Christian leaders within our denominational context.

Since duties of this position require the employee to represent the Seminary to prospective and current students, candidates must abide by the Seminary bylaws, the Employee Handbook, and the current edition of the Baptist Faith and Message as a condition of employment.

Job Description

Job Summary

The Conference and Event Coordinator will organize and facilitate conferences providing assistance in the days leading up to as well as on-site assistance throughout the event. They are skilled in managing staff, liaising with contractors and suppliers, and organizing speakers and programmers.?Applicants should have a flexible schedule being able to up to 28 hours a week with availability on work days, evenings, weekends, and holidays. This position will report directly to the Assistant General Manager.

Key Responsibilities

• Demonstrate a Spirit of Service—We are relationship focused and are here to serve with enthusiasm. We are driven to exceed expectations by listening, leading, solving problems, and over-delivering what we promise.
• Pursue Excellence—We passionately do all things to honor Christ and to demonstrate the utmost hospitality. Quality permeates all that we do.
• Act with Integrity—Our relationships are founded on honesty, trust, respect, and humility. Teamwork is punctuated by transparent communication and flexibility.
• Practice and Advance Stewardship—We preserve our property and resources and optimize profitability, acknowledging the sacrificial gifts from churches and ministry partners that undergird us.
• Interact with the guests by phone, in person, and by email to handle requests for events
• Collect detailed information for the event
• Provide accurate billing information
• Ensure overall client satisfaction
• Welcome all visitors of the Riley Center and provide information regarding room locations, conference information, and SWBTS campus information
• Oversee meeting booking, cancellation, and postponement orders for clients
• Plan and coordinate all activities to successfully execute meetings and conferences
• Send confirmations to the proper departments
• Determine participant counts and accordingly book right sized meeting rooms
• Process all other additional requests such as room set-up, catering needs, and audio-visual device requirements
• Obtain client feedback and make appropriate changes for improvements
• Escalate complex booking issues to Director for immediate resolutions
• Ensure that meeting rooms are set-up with requested amenities and audio-visual devices
• Greet the participants and direct them to meeting room
• Address new requests of hosts before and during meetings
• Respond promptly to client calls and e-mails related to meeting set-up, catering, audio-visual, etc.
• Perform regular inspection of meeting facility to ensure lighting, audio-visual equipment, and other amenities work properly
• It is the employee and supervisor’s shared responsibility to regularly meet to discuss performance, suggest job description updates and set mutually beneficial goals.
• Perform additional tasks and responsibilities as assigned to support the team and institutional goals.
  
  

Specific Skills And Qualifications

• High School Diploma or GED
• Minimum of 2 years’ experience preferred, but not required.
• Familiarity with Event Pro software not required but preferred
• Conference coordinating experience not required but preferred
• Excellent verbal and written communication skills
• Maintain high-level of professionalism and competence with dealing with clients
• Exhibit exemplary social skills and ensure considerate interactions with guests, staff, and other SWBTS departments
• Must enjoy interacting with a diverse group of people from all backgrounds and age groups
• Exhibit a humble, patient, and collaborative spirit in order to create a healthy and vibrant work culture for the staff team
• Possess a strong work ethic and initiative
• Ability to multi-task, pay attention to detail, and be a team player
• Expectation to strive for personal and professional growth in leadership and general ministry effectiveness
• Understand their respective roles and responsibilities in the event as an operation
• Successful completion of background check, education verification, work verification and credit check may be required.
• Ability to provide proof of Work Authorization in the U.S. and proof of identity.
• Valid driver’s license, successful clearance of Motor Vehicle Report (Driving Record).
• Some positions require proof of car insurance.
  
  

Physical Requirements

• Employment is generally in an office setting which requires personnel to be able to interact with others by various means of communicate and be able to traverse campus by any mode of personal transportation.
• Physically able to sit and stand for long periods of time
• Able to use computer and move about office to interact with other staff members
• Able to attend meetings on site
• Able to bend and/or stoop
• Able to lift up to 30 pounds to perform tasks that may be assigned in the course of operations
• Must be able to perform occasional overhead reaching, bending, stooping, twisting, and kneeling.
• While performing the duties of this job, the employee is regularly required to talk and hear.
• Frequently required to sit and reach with hands and arms.
  
  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Southwestern Baptist Theological Seminary will reasonably accommodate qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the institution. Contact human resources (HR) with any questions or requests for accommodation.

About Southwestern Baptist Theological Seminary

Southwestern Baptist Theological Seminary, established in 1908 under the visionary leadership of B.H. Carroll, was born out of the urgent need for trained ministers in America’s rapidly growing Southwest. Initially part of Baylor University, the seminary became an independent institution in Waco before relocating to Fort Worth in 1910. Carroll’s unwavering commitment to orthodoxy, gospel-centered education, and the Great Commission shaped the seminary’s mission. Training God-called men and women for ministry, Southwestern has an expansive academic program training pastors, missionaries, and ministry leaders in theology, missions, evangelism, music and worship, and education. Today, it stands as a beacon of faithfulness, equipping generations to serve Christ’s church globally.