Office of Conference Services - Event and Conference Services Coordinator
University of Miami

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General Description (Purpose and Function):

The Conference Services Coordinator is responsible for the support, organization and execution of assigned overnight camps & conferences scheduled through the Student Center Complex & Conference Services (SCC-CS). Reporting to the Assistant Director, Conference Services, the Event & Conference Services Coordinator assists in the in the recruitment, selection and training of student staff as well as the placement of para-professional staff and student staff for the summer conference season. This position will also work closely with the Senior Manager, Business Operations, and be responsible for the preparation and reconciliation of all contracts, quotes, invoicing and payment collection for all clients. Coordinator will assist with creating and updating reporting to assist with the financial reconciliation for all groups.

Primary Duties and Responsibilities:

Conference Services Operations

• Handles assigned client inquiries for on-campus facilities and residential spaces for overnight conference groups and camps which include direct communication with clients on all University requirements.
• Assists with the coordination of details relating to housing, dining, meeting space, supplies, audio visual equipment, office equipment, parking and transportation, security, etc. for groups and camps.
• Preparation of quotes and contracting based on group requirements and ensure all groups understand financial commitments and payment timelines.
• Assists with team to ensure the efficient scheduling of all spaces utilized by conference groups/camps.
• Meet with assigned group coordinators following group departure to review group's stay, feedback, and potential return.
• Work during evenings/weekends as required with advance notice.
• Assist with conference group/camp emergencies and/or disciplinary action as needed.
• Assists with the management of the Summer Intern Housing Program including marketing, pre-arrival communication, stay information, and move out messaging.
  • Collects and reviews proof of internship and university/college transcripts submitted by summer interns to determine eligibility to reside on campus during summer.
  • Coordinates stay details for Summer Housing Interns including apartment assignments, on campus parking, Wi-Fi access, transportation services, etc.

Business Operations

• Works closely with the Sr. Manager, Business Operations regarding various business operations responsibilities including the creation of quoting, invoicing, reconciliation and payment collection from conference groups/camps.
• Will be responsible for reconciling contracts and invoices for all groups and ensure groups are billed in a timely manner.
• Will maintain an accurate reporting of all billing and assist with the timely collection of all payments due.
• Processes and records payments from internal and external clients in alignment with University and PCI compliance policies.
• Responsible for creating and processing Purchase Orders (POs), Internal Service Deliveries (ISDs), and other financial transactions to ensure accurate and timely payments for services.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to be productive in a fast-paced, multi-dimensional work environment
• Excellent written and oral communication skills.
• Candidate must possess strong interpersonal skills, excellent listening and problem-solving skills, and can use sound judgment in making decisions and can work independently.
• Ability to demonstrate excellent customer service, organization, and planning skills.
• Must be able to learn software for task tracking, event scheduling, room diagramming etc.
• Knowledge of Office 365 suite of software, including Teams and Bookings.
• Must possess or quickly acquire an outstanding working knowledge of the University.

Education & Work Experience Requirements (Essential Requirements):

• Bachelor's degree; OR appropriate combination of experience.
• Minimum of (1) one-year related experience event planning, hospitality management, conference services, or related field.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
A6

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