Event Coordinator - Conference Services
Grand Valley State University
Administration
Grand Rapids, MI, USA
Posted on Mar 7, 2025
Event Coordinator for Conference Service Events located primarily in Grand Rapids, and may work at other GVSU campuses and locations.
Reporting to the Client Services Manager. This position works with and takes direction from the Client Services Manager. Position in based in Grand Rapids and may work at other GVSU campuses and locations. Responsible for the scheduling of function space and coordination of conference and events for university departments and non-university groups. This position assumes responsibility for coordination efforts to ensure seamless delivery of services. Serves as the direct contact to conference organizers and participants, develops a positive support relationship to the academic community. Position requires a flexible work schedule and may include nights and weekends. The role is critical to advancing the University’s reputation in the community through high-quality services and seamless event experiences.
Primary Duties
- Plan and coordinate conferences and events for University and non-University groups. Provide direct contact with conference coordinators of the University and outside organizations.
- Schedule and coordinate conference/event logistics, including food service, audiovisual, and room set up.
- Serve as an event liaison, meeting with clients and providing support to clients during events; serve as the manager on duty providing supervision of support staff during events.
- Obtain all pertinent information relative to the event and determine suitability of the event for the University considering date, program, and University and department policies.
- Follow through with reservations and clearance (if needed) for use of facilities with appropriate personnel.
- Finalize assigned event logistics, identify special needs, and confer with the Client Services Manager or Asst. Director of Conference Planning & Hospitality Services when required.
- Be thoroughly knowledgeable with all campus facilities and of all policies, personnel, and departments which impact the use/rental of facilities.
- Determine and communicate anticipated service needs, including food service, audio-visual, security, and any special set-up arrangements with office colleagues, Public Safety, and Media Services.
- Respond to inquiries for informational materials, formatting customized proposal letters to accompany promotional materials.
- Coordinate and provide site visits for meeting planners, event contacts.
- Develop and maintain positive relationships with University and non-University clients; effectively use interpersonal skills to deal with a diverse range of constituencies, exhibit excellent customer service skills.
- Monitor and inspect banquet menu items and complete an event evaluation form as Manager on duty.
- Requisition and closely monitor alcohol service during scheduled shifts.
- Perform “hands-on” activities as needed, including set up, service, and teardown of related services.
- Coordinates assigned functions and events; supervises support staff in ensuring the seamless delivery of services.
- Perform other duties as required/assigned by leadership.
Required Knowledge, Skills, and Abilities
- Bachelor’s degree required, hospitality, hotel/restaurant management, or related field a plus.
- Demonstrated ability to independently organize, prioritize, and perform multiple tasks. Must have excellent communication and customer service skills.
- Ability to maintain satisfactory work performance and attendance record. Proficient in the use of personal computers and software applications.
Preferred Knowledge, Skills, and Abilities
- Supervisory experience in customer service preferred, hotel or conference center experience a plus.
- Experience with Event Management Software systems preferred
- Familiarity with audiovisual equipment and meeting/event services
Working Conditions: Normal office environment. Some travel may be required.
Salary range: $43,000 - $49,000, Commensurate with experience
- Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.
How to Apply: Attach your cover letter and resume. If you have questions about the position or the posting, please contact David VanderSloot, vandersd@gvsu.edu 616-331-6649. If you need technical assistance, please contact Human Resources at hro@gvsu.edu or 616-331-221.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment
Application Deadline: Application closes March 31, 2025. This posting may be closed at any time at the discretion of the University.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).
Grand Valley State University is an Affirmative Action/Equal Opportunity Employer, which includes providing equal opportunity for racial and ethnic minorities, women, protected veterans and individuals with disabilities. University policy extends protections to additional identities.
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