Temporary Professional - Conference Coordinator/Registrar (Conference Services)

Title: Temporary Professional - Conference Coordinator/Registrar (Conference Services)

Executive Area: Administration and Finance

College/School/MBU: Auxiliary Enterprises

Department: Conference Services

Work Location: Amherst

Schedule: Full time

Work Arrangement:Onsite

Job Summary

The Conference Coordinator/Registrar (Temporary Professional) is responsible for performing a variety of functions and duties directly related to the coordination of conference programs and to the registration services provided by University Conference Services (UCS). This position coordinates conference activity for both on-campus and off campus clients and ensures that contracted events and services are supplied in a timely and efficient manner.

Essential Functions

Advises clients on all aspects of university-provided goods and services.

Resolve conference-related customer service issues and complaints and provide on-site coverage during conference events, including nights and weekends.

Establish and track deadlines for clients to submit details related to their event and input data as received.

Attend interdepartmental meetings to communicate the needs of each upcoming event with various catering and facilities representatives.

Responsible for tracking and billing all expenses charged to conference master accounts from both on-campus and off-campus providers.

Arrange for payment of conference-related goods and services. Prepare an accurate financial statement of conference income and expenses at the conclusion of each program.

Generate event building signage, guest login credentials for the university wireless network, and parking passes for the campus parking garage as needed for each event.

Prepare an accurate financial statement of conference income and expenses at the conclusion of each program.

Maintain current PCI/DSS Compliance training and understand billing for on campus and off-campus clients.

Knowledgeable about current state and local taxes and the necessary forms to receive tax-exempt status. Ensure that off-campus clients retain the proper liability insurance coverage for their events.

Facilitate the procurement of indoor/outdoor event rentals, goods, and services as necessary, including soliciting quotes, vendor selection, and payment and delivery.

Serve as back up to coordinate registration for conferences.

Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

Bachelor's degree, preferably in Hotel and Restaurant Administration, with two years of relevant work experience in the hospitality industry.

Proficiency with Windows-based software required.

Requires early morning, late evening, and weekend hours. May work during holidays and campus closures as necessary.

Commitment to customer-focused quality services.

Ability to welcome diverse populations and work with a range of clientele to provide exceptional service.

Additional Details

Reports to the Sr. Conference Coordinator/Registrar.

This position is designated as essential personnel.

Working Conditions

Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity, including prolonged standing, walking, or assuming low postures.

Work Schedule and Work Arrangement

40 hours per week, schedule will vary based on events and departmental needs. May include nights, weekends, and holidays. This position is designated as essential personnel.

Salary Information

Hourly Rate:$25 - $30 per hour

Special Instructions for Applicants

In addition to the online application, please provide a resume and contact information for (3) three professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.