Conference and Program Services Coordinator

Commons Administration

Georgia State University

These are exciting times at the Commons Administration Department. We are growing and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do, but because it makes us a stronger team.

The Commons Administration Department is seeking (1) Conference and Program Services Coordinator I to join the already awesome team taking the Commons Administration Department to the next level of excellence!

WHAT MAKES Commons Administration A GREAT PLACE?

• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• A knowledge-sharing organization that works collaboratively with diverse partners.
• Professional development opportunity and mentorship
• A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

LEADERSHIP AND SUPERVISION

• Recruit, train, supervise, and evaluate the performance of summer conference staff and office assistants
• Develops Summer Staff Training for conference staff
• Develops and manages scheduling for Summer Conference Staff
• Monitors and approves time cards for conference student staff, including tracking hour
• Assists Asst. Director for Conference and Program Services in the development of Processes and Procedures for overall unit operations and training
• Assist AD for Communication and Conferences with conference operations to ensure that university housing services are focused on building long-term, value-based customer relationships that enable the achievement of organizational goals and objectives

CONFERENCE OPERATIONS

• Establishes and maintains relationships with internal departments, professional event associations, organizations and corporations to highlight conference services in the professional arena
• Collects and gathers client feedback
• Assists AD for Communication and Conferences with department data collection, analysis, and visualization.
• Leverages software to reduce manual processes and increase efficiency and effectiveness
• Helps achieve department revenue goals by planning and organizing logistically successful events. Schedules and conducts planning meetings with clients as necessary to develop and communicate understanding and expectations of all conference/event arrangements.
• Maintains and responds to inquiries from potential clients, including tracking and responding to leads from Unique Venues and Atlanta Convention and Visitors Bureau
• Assists in preparing Requests for Proposals (RFPs) and contracts
• Provides oversight for the University Housing conference services program
• Collaborates with public-private partners on conference program logistics and needs
• Serves as liaison between conference clients' needs and evaluate quality of services
• Develops a conference schedule to generate a targeted annual goal of one million
• Creates and manages registration websites for individual group clients
• Arranges, negotiates, and maintains vendor contract details for additional conference services (i.e., dining/ catering, meeting rooms, shuttle services, tours, etc.)
• Provides Project Management of Conference Systems Configuration and Management

ADMINISTRATIVE

• Monitors and reconciles budget and purchasing card activity
• Create access cards in CURE
• Process meeting room reservation requests and maintain reservation calendar in MS Outlook
• Orders and inventories office supplies, maintains office equipment and schedules IT support as necessary
• Serves on University Housing Committees
• Participates in scheduled staff trainings, workshops and retreats held each academic year
• Attends weekly staff meetings
• Oversees Summer Key Audit and Key Replacement with Locksmith and Building Operations Manager
• Manages Summer Group Reconciliation and Billing processes with department business managers

Qualifications:

Minimum Qualifications

Bachelor's degree and four years of related experience; or a combination of education and related experience.