Program Coordinator, Conference & Events Management

Job Description :

Department : Conference & Event Management

Reports to : Associate Director, Conference & Event Management

Basic Function : The Office of Conference & Event Management is responsible for scheduling and managing campus events, conferences, camps and summer programs for the university.

They are dedicated to supporting the Fairfield University community by facilitating effective and efficient year-round use of University resources and providing comprehensive event management services.

The Program Coordinator is responsible for providing event management support for programs produced and / or supported by the Office of Conference & Event Management.

Responsibilities include evaluating program needs, coordinating event logistics related to contracts, work orders, media, catering, facilities and event staff support.

Hands on event support is required for all programs and some weekend and evening work is required.

Unusual Work Conditions : Occasionally attend evening / weekend events as needed.

Knowledge and Skills Needed :

Demonstrate experience and interest in execution of events, training & development, program and personnel supervision.

Build and foster strong relationships with multiple constituents, including students, external entities, and campus partners.

Display strong organization skills and the ability to prioritize multiple competing priorities while working with internal and external constituencies to consistently meet deadlines while providing excellent customer service.

Work well with others as well as independently, have excellent verbal and non-verbal communication skills, present self in a professional manner, and handle multiple programs / assignments at any given time.

Experience with and strong working knowledge of EMS event management software.

Education : Bachelor’s degree required

Experience : Knowledge and experience with event management / planning and EMS Event Management Software preferred.

Essential Functions :

Responsible for managing and supporting event logistics for all campus events including :

University-sponsored and produced camps, signature events, and programs

Affiliated camps, programs, and events

External non-affiliated camps, conferences, and events

Summer housing for Fairfield students, non-Fairfield students, and University guests

Implement event guidelines and procedures for university departments as well as end users :

Negotiate and implement contracts for external events

Coordinate event services with campus partners including :

Catering

Facilities / Work Orders

Media Center

Department of Public Safety / Police / Fire

Assist with the development and implementation of budget and pricing models for events, including :

Student organizations

University signature programs

Affiliated programs

Non-affiliated programs

Provide event production education, guidance, and direction for end users

Provide EMS reports as needed for departments on campus

Assist with the development and coordination of marketing materials for CEM office, including :

Website updates and development of marketing to external clients and building event planner resource toolkit

Design and execute a marketing plan for student staff hiring (create flyers, plan marketing timeline, post and promote on social media)

Hire, train, and develop student staff :

Manage hiring process of student employees using Workday, respond to questions / inquiries about the position, and schedule interviews with potential candidates

Train student staff following programmatic standards for events and event staff

Develop training programs for student staff and coordinate staff schedule guidelines for events and programs

Develop and implement event workflow procedures for the office as they relate to :

Streamlining and / or simplifying processes

Developing customer service satisfaction surveys to measure event / program feedback

Budget expenses and program income

Creating event layouts / diagrams in Social Tables

Participate in the professional development of the department. This involves :

Promoting efficiency and courtesy throughout the University community

Participating in departmental / staff meetings

Serving as a responsible committee representative as requested

Working occasional nights / weekends to support events as needed

Communicating effectively with supervisor concerning pertinent matters

Promote safe and secure working conditions. This involves :

Promoting the proper utilization of equipment, tools, and materials

Notifying supervisor immediately regarding any unsafe working conditions

This position is based at Fairfield University’s Fairfield, CT campus and is not eligible for immigration assistance.

Category :

Auxiliary (OCEM) - Staff

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental / University needs indicate.

Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and / or qualifications required or expected of employees assigned to this job.

Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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