Conferences Coordinator

Main Campus - Boston, MAMain Campus - Boston, MAMain Campus - Boston, MA
R08149

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all.

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace.

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university that prioritizes diversity, equity, and inclusion, we encourage applications from all under-represented groups and are focused on inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer.

Job Summary

The Conferences Coordinator ("Coordinator") is an integral contributor to the overarching success and management of the Conferences and Events Department. In an average year, this unit schedules and supports over 4,000 meetings and events on campus, with over 100,000 attendees. In addition to serving our internal community, the department manages all external clients who reserve space and services on campus. The Conferences and Events Department is responsible for six-figure annual revenue for the University. Reporting to the Director of Conferences and Events, the Coordinator role primarily supports two distinct categories: Internal Conferences & Event Operations and Summer Conferences.

Essential Functions

Internal Conference & Event Operations: August - April

The Conference Coordinator works very closely with the Conferences Events Manager on a daily basis. The Conference Coordinator's primary focus is to ensure that all spaces booked on campus are properly scheduled, approved, and set-up. The Coordinator is also responsible for ensuring that our service providers in dining services, facilities, technology and public safety have the information they need to ensure that the event runs smoothly. They also interact on a daily basis with Simmons Community "clients" including students, faculty, and staff.

Manage the day to day space reservation system:
Maintain knowledgeable of all meeting spaces on campus; assist clients in room selection based on best fits the needs of the event;

Manage daily space requests in the space reservation system, 25Live Pro

Monitor Conferences email and phone to respond to requests;

Ensure function spaces have been setup according to customer's request;

Provide comprehensive support to the Director of Conferences, and the Conferences Events Manager:

Create weekly reports supporting the operation such as the weekly events report, and weekly distribution reports;

Attend meetings with service providers reviewing upcoming event details;

Prepare Invoices, track overtime, create PO's and track budget expenses;

Work with internal Service Providers to ensure that events run smoothly;

Perform other duties as assigned.

Summer Conferences Residence Campus Operations: April-August

The Coordinator is fully responsible for managing the operations of the Summer Conference Office on the Residence Campus, which occurs over a 9 week period. This entails managing the entire residential component of our summer conference client groups. Customer Service is the number one priority and it is the Coordinators responsibility to ensure our customers receive the service and experience we promise.

Responsible for the management, supervision of student staff, and implementation of the residence campus accommodations for our external guests.

Responsible for the recruiting, hiring, training and supervision of up to 8 student summer staff members including a Student Staff Supervisor;

Coordinate with partner departments (Public Safety, Buildings & Grounds, Housekeeping, Residence Life, etc.) prior to and during the summer conference season;

Work in close collaboration with the Director of Conferences and Events regarding requirements and expectations for each conference;

Ensure linens and all other supplies are on hand and available when needed, as requested

Communicate with client to review all policies and gather information required to ensure that accommodations meet the clients' expectations.

Function as the main contact with conference organizers concerning accommodations and any additional issues on the Residence Campus;

Share access requests and rosters with Public Safety;

Coordinate with Staff Supervisor to ensure appropriate staffing is in place for each conference group based on their arrival/departure times;

Manage the end of the summer conferences program by working with Residence Life to ensure a smooth transition for the return of Simmons students to the residence campus.

Other Administrative Support

From time to time, this position will need to provide general administrative and/or operational support for the areas of Auxiliary Services, Facilities and Real Estate. This support includes, but is not limited to:

Create purchase orders, and process change orders and vendor invoices in Workday;

Manage administrative paperwork associated with the signature of service contracts;

Track vendor commissions and validate amounts determined in service contracts;

Create invoices and process refund checks;

Coordinate meal plan processing and changes in the Campus Card system with Dining Services

Perform audits of equipment and services (vending equipment, laundry, and microfridges);

Coordinate deliveries and service calls with service vendors.

Qualifications

Minimum two years of relative professional experience; prior experience with event planning operations a plus but not required;

Excellent communication and listening skills;

High-level customer service skills

Excellent attention to detail and demonstrated ability to multi-task;

Demonstrated ability to manage last minute changes calmly and effectively;

Prior data entry/tracking experience as well as billing experience preferred;

Experience with Microsoft Excel, 25 Live Pro, Starrez preferred.

Ability to provide coverage for some evening and weekend events is required. This position is eligible for partial remote work, subject to business needs.

Required Application Materials:
Resume

Cover Letter

Salary Grade
H05

Instructions to Applicants : Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Conferences-Coordinator_R08149

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.