What are the responsibilities and job description for the Conference Services Coordinator position at Warner Pacific University?
Summary Description:
Warner Pacific University seeks a Conference Services Coordinator to be responsible for the organization and oversight of university facility rentals and major campus events. S/he is chiefly responsible for all details related to facility rentals including, but not limited to, providing tours, developing contracts, fulfilling clients catering and equipment needs, and tracking and collecting payment. Serving as an ambassador for both the department and the university, the ideal candidate is someone with excellent communication skills, love of relationship building and skills in project management, diplomacy and collegiality.
In addition to being a communicator, the person in this position should demonstrate excellent organizational skills, and be comfortable in an entrepreneurial (inventive, proactive, resourceful) team environment, be optimistic and imaginative, and fully support a mission-driven environment that seeks to empower students of all backgrounds and perspectives to achieve their dreams and make the world better.
Primary Job Duties:
Education and Training:
Requires a bachelor’s degree or equivalent experience.
Experience:
A minimum of two years of relevant experience and/or training, or equivalent combination of education and experience in development services functions and office management experience. Experience in a higher education setting is desirable.
Knowledge, Skills and Abilities:
Advanced computer skills with MS Office (Word, and Excel). Experience with Salesforce or CRM programs. Ability to train and motivate others in use of database and operating procedures. Excellent attention to detail and ability to meet deadlines. Highly organized, self-starter with good interpersonal, problem-solving, and analytical skills. Strong project management skills. Ability to anticipate needs, see opportunities and use good judgment in dealing with confidential information. Ability to analyze and review operational procedures, identify problem areas, and optimize performance through procedural changes. Knowledge of fundraising principles and practice and the development process: identification, qualification, cultivation, solicitation, and stewardship.
Physical Demands – Work Environment:
The position is located in a typical office environment. Professional/business casual attire is required. Will include some evening and weekend work assignments.
Warner Pacific University’s Mission: Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution.
Warner Pacific University’s Commitment to Diversity: Warner Pacific University is an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds. Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve. Persons of color are strongly encouraged to apply.
Employment and Lifestyle Standards:
Warner Pacific is a Christ-centered urban liberal arts University dedicated to providing students from diverse backgrounds an education that prepares them to engage actively in a constantly changing world. The University was founded in 1937 by the Church of God (Anderson, Indiana). Central to Warner Pacific’s identity as a Christ-centered higher education institution is the policy of hiring persons whose personal and professional lives reflect:
1. A belief in the deity of and commitment to Jesus Christ and the Christian faith, as interpreted through the historic witness of Scripture and the continuing ministry of the Holy Spirit.
2. The practice of following Christ through day-to-day personal lifestyle choices.
3. A vitality of Christian experience maturing in insight and application and appreciative of differing viewpoints.
4. A commitment to life-long learning and service through personal and professional development.
5. For teaching faculty, the expression of artful teaching, based on mastery of relevant subject matter and in an environment of purposeful and rigorous inquiry amongst a community of scholars who support one another.
6. A capability, by temperament, preparation, and will, to support students as they confront the intellectual, social, physical, emotional, and spiritual challenges of their lives.
7. A sensitivity to and support for the mission, core themes, vision, values, ethos and traditions of the Warner Pacific University community.
8. A commitment to teaching and serving in harmony with the doctrines of the Holy Bible.
Employee Agreement:
Mission-based hiring is of critical importance to Warner Pacific University. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.
Warner Pacific’s students, faculty and staff are expected to foster an environment of mutual respect and accountability, to care for the personal dignity of others and to exercise integrity in their conduct and communication. The University environment is expected to be free from discrimination and harassment (including bullying). When an individual’s behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs.
Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages or tobacco products is strictly prohibited on Warner Pacific University campuses.
Equal Employment Opportunity:
Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject. All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above. Because Warner Pacific is a Christian liberal arts University, the University exercises its legal right to hire Christian employees to fulfill its mission and purpose.
In order to be considered an applicant for this position, please complete our online employment application at https://warnerpacific.catsone.com/careers/1611-General Click “Apply Now” to complete the online application, and submit the following:
Warner Pacific University seeks a Conference Services Coordinator to be responsible for the organization and oversight of university facility rentals and major campus events. S/he is chiefly responsible for all details related to facility rentals including, but not limited to, providing tours, developing contracts, fulfilling clients catering and equipment needs, and tracking and collecting payment. Serving as an ambassador for both the department and the university, the ideal candidate is someone with excellent communication skills, love of relationship building and skills in project management, diplomacy and collegiality.
In addition to being a communicator, the person in this position should demonstrate excellent organizational skills, and be comfortable in an entrepreneurial (inventive, proactive, resourceful) team environment, be optimistic and imaginative, and fully support a mission-driven environment that seeks to empower students of all backgrounds and perspectives to achieve their dreams and make the world better.
Primary Job Duties:
- Organize and oversee external and major campus events to ensure the efficient coordination of all facilities and services and advise on smaller campus events.
- Work with event stakeholders to define client needs, timelines, and budget; conduct site visits of university facilities to discuss various venue options for prospective clients.
- Negotiate with prospective clients regarding event logistics including catering, equipment and parking and generate contracts with required signatures and deposits.
- Review and improve the Master Calendar of booked events.
- Approve all university room requests and resolve scheduling conflicts.
- Create and mail client invoices, track and collect payment for rental spaces, submit payments to Accounts Receivable with appropriate documentation. Follow up on client account receivables.
- Create pre-conference checklist and complete a walk through to ensure the area is properly prepared.
- Contact conference attendees during event to ensure client needs have been met.
- Conduct post-conference walk through to assess possible damages and submit work order requests for maintenance issues as needed.
- Conduct post-event briefings with clients to evaluate their experience and address any concerns.
- Partner with other departments on specific event projects. Use prioritizing rubric to determine which level of service will be appropriated.
- Follow-through with all details on special campus activities, which may include attending evening and weekend meetings and events.
- Attend major events as required to confirm smooth execution.
- Create publications for facility rentals in conjunction with the Marketing Department.
- Update webmaster regularly to create and update a conference opportunities webpage.
- Recommends changes and improvements to processes, objectives, and goals based on evaluation of completed events to increase facility use and client satisfaction.
- Works with colleagues and teams to ensure collaborative and successful fundraising and relationship building efforts.
- Serves as project manager for Advancement/University Relations events as assigned.
- May train, assign and review work of student employees and interns as needed.
- Performs other duties in support of fundraising, marketing, communications and general goals of the department as assigned including, but not limited to, tracking timelines, production schedules and project deliverables.
Education and Training:
Requires a bachelor’s degree or equivalent experience.
Experience:
A minimum of two years of relevant experience and/or training, or equivalent combination of education and experience in development services functions and office management experience. Experience in a higher education setting is desirable.
Knowledge, Skills and Abilities:
Advanced computer skills with MS Office (Word, and Excel). Experience with Salesforce or CRM programs. Ability to train and motivate others in use of database and operating procedures. Excellent attention to detail and ability to meet deadlines. Highly organized, self-starter with good interpersonal, problem-solving, and analytical skills. Strong project management skills. Ability to anticipate needs, see opportunities and use good judgment in dealing with confidential information. Ability to analyze and review operational procedures, identify problem areas, and optimize performance through procedural changes. Knowledge of fundraising principles and practice and the development process: identification, qualification, cultivation, solicitation, and stewardship.
Physical Demands – Work Environment:
The position is located in a typical office environment. Professional/business casual attire is required. Will include some evening and weekend work assignments.
Warner Pacific University’s Mission: Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution.
Warner Pacific University’s Commitment to Diversity: Warner Pacific University is an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds. Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve. Persons of color are strongly encouraged to apply.
Employment and Lifestyle Standards:
Warner Pacific is a Christ-centered urban liberal arts University dedicated to providing students from diverse backgrounds an education that prepares them to engage actively in a constantly changing world. The University was founded in 1937 by the Church of God (Anderson, Indiana). Central to Warner Pacific’s identity as a Christ-centered higher education institution is the policy of hiring persons whose personal and professional lives reflect:
1. A belief in the deity of and commitment to Jesus Christ and the Christian faith, as interpreted through the historic witness of Scripture and the continuing ministry of the Holy Spirit.
2. The practice of following Christ through day-to-day personal lifestyle choices.
3. A vitality of Christian experience maturing in insight and application and appreciative of differing viewpoints.
4. A commitment to life-long learning and service through personal and professional development.
5. For teaching faculty, the expression of artful teaching, based on mastery of relevant subject matter and in an environment of purposeful and rigorous inquiry amongst a community of scholars who support one another.
6. A capability, by temperament, preparation, and will, to support students as they confront the intellectual, social, physical, emotional, and spiritual challenges of their lives.
7. A sensitivity to and support for the mission, core themes, vision, values, ethos and traditions of the Warner Pacific University community.
8. A commitment to teaching and serving in harmony with the doctrines of the Holy Bible.
Employee Agreement:
Mission-based hiring is of critical importance to Warner Pacific University. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.
Warner Pacific’s students, faculty and staff are expected to foster an environment of mutual respect and accountability, to care for the personal dignity of others and to exercise integrity in their conduct and communication. The University environment is expected to be free from discrimination and harassment (including bullying). When an individual’s behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs.
Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages or tobacco products is strictly prohibited on Warner Pacific University campuses.
Equal Employment Opportunity:
Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject. All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above. Because Warner Pacific is a Christian liberal arts University, the University exercises its legal right to hire Christian employees to fulfill its mission and purpose.
In order to be considered an applicant for this position, please complete our online employment application at https://warnerpacific.catsone.com/careers/1611-General Click “Apply Now” to complete the online application, and submit the following:
-
- Application
- Cover Letter
- Resume
