Event Coordinator

Conference And Event Coordinator

The Conference And Event Coordinator will play a crucial role within the Daytona Beach (DB) campus by coordinating a diverse array of events, primarily sponsored by external clients. Reporting to the Manager of Campus Events, this position is responsible for providing comprehensive coordination and logistical support in the areas of marketing, recruitment, administration, and related services for groups visiting Embry-Riddle Aeronautical University (ERAU). Additionally, the Coordinator will assist the Manager of Campus Events in executing large-scale campus-wide events, including but not limited to Commencement, Convocation, Presidential Speaker Series, and more.

Key Responsibilities

Serve as the Primary Contact for External Group Events and Internal Conferences Evaluate proposed campus and non-campus client activities to determine their suitability for the Daytona Beach Campus.

Ensure all internal conferences and external events comply with campus policies and procedures.

Negotiate facility usage agreements with campus and external clients, ensuring all necessary support services are arranged.

Meet with external clients to confirm logistics and coordinate services such as Campus Safety, Creative Services, parking, signage, transportation, IT, catering, and Student Union support.

Submit event requests through SchedulER and maintain communication regarding upcoming events.

Develop and maintain reservation and confirmation policies and procedures.

Act as the primary contact for all information and correspondence related to group events.

Coordinate with the Budget Office to ensure accurate accounting and tracking of revenue.

Continuously assess and adjust strategies to align with the evolving needs of the campus community.

Administrative Support

Assist in overseeing the use and functionality of event management software (SchedulER).

Submit requisitions for event-related needs and ensure timely processing.

Maintain organized and accessible documentation for all events and associated processes.

Coordinate and monitor payment policies and procedures to ensure accurate and timely collection of deposits and fees.

Participate in weekly logistics meetings and collaborate with the Manager of Campus Events.

Maintain accurate records and reports to support revenue projections and budget planning.

Provide day-to-day administrative support to the Manager of Campus Events as needed.

Event Logistical Support

Assist with planning and executing logistics for major university events, including Commencement, Convocation, Homecoming & Family Weekend, and the Presidential Speaker Series.

Collaborate with Facilities, Athletics, Student Engagement, Campus Safety, Housing, Student Union, and other departments to ensure coordinated use of campus resources.

Partner with campus event planners to support effective use of university venues and services.

Refer planners to the appropriate departments to schedule facilities, food services, and other event logistics.

Perks Await You at Embry-Riddle!

Health Benefits : Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your healthbecause your journey to wellness should be rewarding! Buckle up for a healthier, happier you!

Tuition Coverage : Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.

Retirement Contributions : ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period.

Generous Time Off : Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.

Qualifications

Required Education and Qualifications :

Bachelor's degree in a related field or a minimum of five (5) years of experience in event planning and event management.

Required Skills and Attributes :

Strong knowledge of event planning and coordination, with the ability to manage multiple events simultaneously.

Proven ability to perform effectively in high-pressure situations and meet tight deadlines.

Ability to work independently with minimal supervision.

Access to reliable transportation.

Flexibility to work evenings and weekends as required.

Strong written and verbal communication skills.

Ability to quickly learn and utilize event management software and related systems.

Commitment to professionalism, organization, and attention to detail.

Willingness to perform other duties as assigned in support of departmental goals.