Events and Conferences Coordinator

Purpose:

Schedule, plan, and coordinate logistical support of high-profile ODU events as well as all outside organization usage of ODU campus facilities. Responsibility includes growing net conference revenues annually and increasing the visibility of Ohio Dominican University as measured by conference participation; support special projects.

Essential Job Responsibilities:

• Schedule internal and external events and maintain room calendars so as to make most effective use of space.
• Oversee event planning for high-profile events including but not limited to room reservations, room setup, catering, AV, security and other services.
• Develop and maintain ongoing interaction with facilities personnel, catering, security, and other departments with the goal of providing exceptional event service. This interaction will include pre- and post-event briefings.
• Manage operational budget, maintaining financial spreadsheets to monitor revenue, expenses, billing, and payments. Communicate and coordinate data and billings with appropriate offices.
• Hours worked, at minimum, 40 hours/week with some variability in actual times in and out in accord with program needs of conferences and events.
• Deliver high-quality customer service and efficient scheduling of events so as to maximize utilization of space and services
• Promote the usage of campus facilities among faculty, staff, students, and outside organizations.
• Work with marketing department to create conference services materials for distribution, with an emphasis on supporting and promoting the ODU brand.
• Identify opportunities and develop implementation plans to promote conference services at ODU to the public
• Manage the fitness center.
• Coordinate, support and/or execute special projects as assigned.
• Perform other duties as assigned.

Supervision:

Received: Minimal with occasional direction on specific projects.

Given: Directly supervises fitness center.

Education/Experience:

Bachelor's or Associate's degree in related field is required. At least two years of prior administrative experience in a professional business environment required, some sales experience preferred. Proven ability to provide excellent customer service is required. Preference may be given to individuals with professional/corporate experience in event planning. Proficiency in Microsoft Word, Power Point and Excel is required. Must be comfortable and adept at learning new software programs and interfaces. The successful candidate will have a high level of integrity, attention to detail, ethics and professionalism. The successful candidate must be self-motivated, flexible, willing and able take initiative, and able to work independently.

Communication Skills/Requirements:

Able to constructively and positively communicate policies, procedures and programs. Able to influence outcomes. Strong interpersonal skills required. This position requires professionalism, competence and a positive demeanor in the performance of all duties and when interacting with people within and outside the University Community.

Physical Demands:

Routine physical demands for office environment and equipment. The employee will routinely walk throughout campus, indoors and outdoors. The employee may occasionally be required to lift and/or move up to 25 lbs. May occasionally stand for extended periods of time.

Work Environment:

Office. Exposed to minimal hazards in the office. Occasional travel outside the office is required and some evening and weekend work will be required.

Additional Information:

[This description is not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the position. It is, instead, a description of the essential elements of the position that are needed for recruitment, placement, orientation, training, competency and performance management, classification, compensation determination and other Human Resource actions.]