Conference & Special Events Coordinator

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 assists in the coordination of special events and summer conferences; performs reception duties for the Office of Conference & Special Events; supervises the purchasing of supplies and supplies inventory; communicates and reports using computer software and prepares and executes detailed plans and arrangements. We invite you to apply today!

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.

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.

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

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

Bachelor's degree from an accredited institution.

Additional related experience.

Conference & Special Events Student Employees

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.

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.

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.

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.

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.

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.

Exhibit proficiency in operation of all event related equipment (e.g. classroom audio-visual equipment) including set-up and troubleshooting.

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.

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.

Assist with orientation of student personnel; provide training; assign work and monitor work of students.

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.

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.

Maintain and assist in development and updating of the Conference & Special
Events website.

Perform other related duties as assigned.

Maintain regular and predictable attendance as required by this position.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.