"Event and Conference Coordinator"

Job Number: 241910

Organization: Universal

Job Location: Oklahoma-Norman-Norman Campus

Schedule: Full-time

Work Schedule: M-F 8 to 5, nights and weekends as needed

Work Type: Onsite

Salary Range: Target Salary $50,300 based on experience

Benefits Provided: Yes 

Required Attachments: Resume, Cover Letter 

Job Description--- 

As the Southwest Center for Human Relations Studies continues to evolve and expand, the demand for meticulous event planning and coordination has become increasingly evident. With the rapid growth of our flagship event, the National Conference on Race and Ethnicity (NCORE), and the addition of two new events, NCORE Connections Virtual Conference and Reels on Human Relations Film Festival, the need for dedicated event planning expertise has never been more pressing.  The event and conference coordinator position will be instrumental in ensuring that each of our events receives the attention and expertise it deserves, thereby enhancing attendee experiences and maximizing the impact of our programs.  The Event Conference Coordinator will work to enable us to adapt to the evolving landscape of event management and to capitalize on emerging opportunities for growth and innovation.

Essential Duties:

• Coordinates assigned aspects of event/conference planning, including logistical details, communications, and event expenses.
• Assists with implementing event arrangements, presenter communication efforts, and related follow-up correspondence as needed.
• Develops optimal room setups for events, ensuring they meet presentation needs.
• Coordinates travel and transportation for invited conference presenters, committee members, and other parties.
• Gathers, maintains and delivers detailed presenter travel information to the Event/Conference Manager.
• Reconciles event travel expenses.
• Sets up event registration sites and maintains/modifies from the opening of registration through the event as needed.
• Coordinates accessibility services and obtains/delivers necessary materials to conference attendees. Works with individuals to provide support as requested.
• Ensures that events meet legal, safety, and health requirements and regulations.
• Performs various duties as needed to successfully fulfill the function of the position.
• Provides logistical support, including event schedules, and managing participant registration.
• Compiles reports and maintains event/conference-related data. 

Job Requirements---

Required Education and Experience: Bachelor's degree, AND:

• 24 months of experience in event planning and coordination, outreach, or public relations.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the bachelor’s degree for a total of 72 months of experience.

Skills:

• Ability to communicate well and build rapport quickly with team members, conference registrants/attendees, service providers, and meetings industry partners.
• Detail-oriented for accuracy of data and information.
• Proficient in Microsoft Office (Word, Outlook, Excel, and PowerPoint).
• Ability to supervise staff and communicate directions and expectations effectively
• Highly organized with the ability to handle multiple projects and deadlines.

Certifications:

•  Valid Oklahoma Driver's License to drive University vehicles or ability to obtain within 30 days of hire date.

Advertised Physical Requirements:

• Ability to engage in repetitive motions and communicate verbally to express oneself and exchange detailed information with others. 
• Frequent exposure to pressure caused by deadlines and busy periods. Requires contact with other departments and university officials. Travel is required.

Department Preferences:

•  Experience with CVENT registration software

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Hiring contingent upon a Background Check?: Yes

Special Indications: None

Job Posting: Jul 29, 2024