Job Description Conference & Event Coordinator Hiring Department
The University of Texas Permian Basin welcomes applications for the position of Conference and Event Coordinator Salary Range $50,000.00 depending on qualifications
Essential Functions
The Conference and Event Coordinator oversees the planning, scheduling, and implementation of University affiliate and non-affiliate events. This position is responsible for event logistics, event compliance, acting as host, and for the billing and collecting of facility use fees. The Coordinator ensures University affiliates and non-affiliates follow all University policies and procedures for facility use/rental and collaborates with the Event Management Department's Administrative Assistant about the management and scheduling of reservations. Daily interactions with the public and college or department office constituencies require diplomacy, judgment, and an understanding of the University's Values. Work assignments are performed in a self-directed manner.
1. Maintain a calendar and listing of University Affiliate and non-Affiliate events. Produce regular reports for stakeholders.
2. Create quotes for external constituents for facility use.
3. Coordinate billing and oversee collection of facility use fees from non-University Affiliates.
4. Coordinate billing of Event Supply fees from University Affiliates.
5. Schedule and organize event set-up and take-down, catering, and all aspects of events through conclusion.
6. Offer support and guidance for University events. Follow best-practices guidelines, ensure University event standards are met, follow event workflow, and monitor events for compliance.
7. Assist with the creation and maintenance of University's Master Events Calendar.
8. Serve as "host" at University Affiliate and non-Affiliate events.
9. Assist with creation and dissemination of reservation reports for the University community.
10. Assist in research endeavors by the University that pertain to best practices and safety of events on campus. Required Qualifications
1. Associate's Degree.*
2. Two (2) years' work experience.
3. Strong analytical abilities.
4. Solid communications skills.
5. Ability to multi-task and thrive in a team environment.
*Experience is considered in lieu of a degree Preferred Qualifications
1. Bachelor's Degree
2. Experience in education, office management, reservations, scheduling, or event planning.
3. Strong work experience with database systems.
4. Maintain confidential information and handle emergency situations in a professional manner. Additional InformationRequired Application Materials 1. Cover Letter
2. Resume
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)
Conditions of Employment 1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Schedule Generally, the normal work hours for the university are Monday through Thursday, 7:30 - 5:30 pm; Friday, 8:00 am - 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.
Standard Working Conditions
1. Able to lift various materials up to 25 pounds on an occasional basis.
2. Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing up to 15% of the time.
5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
6. Standard working conditions may differ depending on department and occupation University Benefits
1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation package. About the University The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country - full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin - which every year, delivers smart, savvy leaders across the U.S.
As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.
Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.
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