"Events and Conference Coordinator"

Events and Conference Coordinator

Company: Assumption University

Job Location:

Category: Conference and Events Administration

Type: Full-Time

Job Details

Description

BASIC PURPOSE: The Conference and Events Coordinator supports the University's strategic and operational goals by coordinating the scheduling and execution of internal and external events on campus, including third-party rentals and summer programs. The Coordinator serves as the central point of coordination across departments and is the primary administrator of the University's scheduling system, Ad Astra. The Coordinator ensures efficient space management and provides logistical event support while maintaining awareness of event-related revenue targets. This role does not have budget oversight but collaborates closely with campus partners to optimize use of university facilities.

ACCOUNTABILITIES:

• Serve as the central coordinator for campus-wide event logistics, collaborating with event planners in academic and administrative departments to ensure smooth planning and execution.
• Maintain event entry within Ad Astra, the University's scheduling and space management system; ensure system accuracy and provide support and training for campus users.
• Coordinate internal and external event logistics, including space setup, catering, technology, signage, and day-of support.
• Act as liaison to third-party clients renting campus space; coordinate logistics, contracts, and billing in accordance with university policies.
• Communicate and collaborate with departments such as Facilities, Dining, IT, and Campus Safety to ensure service coverage and readiness.
• Maintain awareness of conference and rental revenue goals and support efforts to grow and optimize use of campus spaces.
• Track events and usage trends; generate reports and data summaries to inform planning and improvement.
• Participate in campus meetings and working groups related to space utilization and events.
• Support the AVP for Business Services with special projects and space-use planning initiatives.
• Provide occasional coverage in the Mail Room during peak periods or absences to ensure continuity of operations.
• Perform other related duties as assigned.

QUALIFICATIONS:

• 2-3 years of experience in event coordination, scheduling, hospitality, or related administrative work.
• Familiarity with scheduling platforms; experience with Ad Astra or similar tools strongly preferred.
• Strong organizational skills and attention to detail; ability to manage multiple tasks and timelines.
• Excellent interpersonal and written communication skills.
• Customer-service orientation with a collaborative approach to problem solving.
• Familiarity with Microsoft Office; ability to learn and apply new tools and systems.
• Willingness to work occasional evening or weekend events as needed.
• Must be willing to support and actively contribute to the mission of Assumption University and demonstrate respect for its Catholic and Assumptionist identity.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS: The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.