Conference special events coordinator Job at Ball State University, Muncie, IN

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  • Ball State University
  • Muncie, IN

Job Description

About this Opportunity

Are you interested in a position that offers an excellent benefits package, paid time off and the opportunity for work/life balance? Ball State University has a leadership opportunity available in Conference & Special Events. The Conference & Special Events Coordinator is to assist in the coordination of special events and summer conferences; perform reception duties for the Office of Conference & Special Events; supervise the purchasing of supplies and supplies inventory; communicate and report using computer software and prepare and execute detailed plans and arrangements.

Our Statement on Inclusiveness

At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define 'inclusiveness' as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellence and freedom of expression.

Salary Grade
11

Wages Begin At
18.45

FLSA: Non-Exempt

Hrs/Week: 40

Pre-Employment Screening
Requires successful completion of a background check.

Position Function

Under the direction of the Director, assist in the coordination of events; coordinate
and schedule special events and summer conferences; perform reception duties for the
Office of Conference & Special Events; supervise the purchasing of supplies and supplies inventory; communicate and report using computer software and prepare and execute detailed plans and arrangements.

Minimum Education

Associates degree from an accredited institution OR High School diploma plus equivalent comparable job experience.

Minimum Experience

Over one year of direct or related work experience to include event planning and customer experience with demonstrated leadership and dynamic team building skills.

Minimum Other

Skills in oral and written communication and basic computer skills. Strong analytical and problem solving skills.

Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

Preferred Education

Bachelor's degree from an accredited institution.

Preferred Experience

Additional related experience.

Position Title(s) Supervised

Conference & Special Events Student Employees

EEO Statement

Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.

About Ball State University

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana

There's more to discover IN Indiana! Visit the following link to learn more

Department: Conferences & Special Events:134060

Department Email or Phone Number
dining@bsu.edu

Posting Number: 202401520SF

Number of Vacancies: 1

Desired Start Date: 09/09/2024

Open Date: 08/08/2024

Close Date
08/20/2024

Open Until Filled: No

Information for Applications Requiring a Cover Letter

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values , including inclusiveness, which we define as a commitment 'to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'

Duties & Responsibilities
  • Ranking: 1
    Coordinate, schedule and facilitate special events and summer conferences for all
    incoming special events and conferences; communicate with clients to schedule
    events and to gather all event requirements; follow up with clients on a continuous basis;
    maintain and coordinate scheduling of all university spaces; conduct tours of the university and spaces within the university as requested; assist with event management activities.
  • Ranking: 2
    Assist with Conference & Special Events responsibilities; communicate effectively; maintain
    professionalism in a thorough, detailed, timely, even-handed manner; maintain confidentiality
    and ethical practices; remain calm, courteous and in control of all situations and have a positive
    impact on others; maintain composure at all times; especially when under stress; manage disagreements to reach win-win situations and create an environment where all are treated with dignity and respect and where all policies, rules, and regulations are consistently administered.
  • Ranking: 3
    Assist with the preparation and communication of Conference & Special Events
    contracts; maintain effective customer and intra-university relations; outline event
    plans and arrangements making sure to note guarantee information on all contractual
    agreements.
  • Ranking: 4
    Prepare client journal vouchers/invoices for conference services; submit to Student Financial Services for processing within the established business month; audit revenue accounts on the monthly financial statements to verify that client journal vouchers or invoices were correctly posted; audit revenue accounts on a monthly basis to ensure accounts receivables (off-campus and intra-university invoices) are paid; trace unpaid accounts and send overdue notices. Consult with clients to resolve any and all invoice questions.
  • Ranking: 5
    Exhibit proficiency in operation of all event related equipment (e.g. classroom audio-visual equipment) including set-up and troubleshooting.
  • Ranking: 6
    Answer receptionist telephone, great incoming visitors, channel inquiries; maintain
    communication with other staff, including but not limited to being on call certain nights
    and weekends during major conference events.
  • Ranking: 7
    Perform other related duties as assigned, including but not limited to; reporting office repair needs, requisitioning office supplies, maintaining storage of department records according to guidelines and cleaning and maintaining office equipment.
  • Ranking: 8
    Assist with orientation of student personnel; provide training; assign work and monitor work of students.
  • Ranking: 9
    Assist with the purchase of supplies from approved suppliers such as but not limited audio-visual
    equipment for events, tables and chairs, etc. that is required for the efficient operation of the event from internal and external vendors.
  • Ranking: 10
    Observe safety and security precautions to prevent personal or employee injury
    and theft of University or employee property; maintain keys in a safe manner to prevent
    unauthorized use.
  • Ranking: 11
    Maintain and assist in development and updating of the Conference & Special
    Events website.
  • Ranking: 12
    Perform other related duties as assigned.
  • Ranking: 13
    Maintain regular and predictable attendance as required by this position.

Job Tags

Full time, Work experience placement, Summer work, Relocation, Night shift, Weekend work,

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