Conference Coordinator

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Two (2) years of full time conference and/or event planning experience in a hotel, conference center, university or other high-volume setting. Experience with Microsoft Office Suite and/or Google applications.

Preferred Qualifications:
Experience with scheduling software, such as 25Live. Experience in securing reservations for a conference facility. Experience scheduling conferences or events in an academic setting.

Brief Description of Duties:
The Conference Coordinator provides conference planning assistance for clients of the Office of Conferences & Special Events. Incumbent will serve as the first point of contact for external clients wishing to secure space at any of the University’s rental venues. Incumbent will facilitate client intakes including campus tours and site visits. Once a client is secured, the incumbent serves as the client’s campus representative and coordinates all aspects related to the reservation. Duties include, but are not limited to: site selection; processing of contracts and permits; providing quotes and assisting with client’s budget development; logistics planning and coordination of University services; post-event follow up including billing and reconciliation. The Conference Coordinator will assist with the day-of-event on site management at each facility to ensure client’s needs are met. At times, assistance may also be needed with basic audio-visual tasks.

The ideal candidate will have exceptional customer-service skills and advanced computer skills. They must be able to manage multiple complex assignments and work independently while demonstrating a strong attention to detail and producing work in a highly organized fashion.

• Conference Planning
  • Responsible for all aspects of event planning and logistics associated with an external reservation including assessing client’s needs and negotiating details of services. Incumbent will be responsible for the entire scope of client’s reservation from intake to completion.
  • Serve as the day-of-event on site coordinator to monitor client’s arrival/departure, to confirm deliveries, to ensure all venues are properly staffed and managed. Be readily available as the client’s point of contact for addressing issues/concerns while on campus.
• Marketing & Sales
  • Assist the Director of Conference Operations in driving revenue by seeking opportunities for securing external business. Assist with lead generation, meet with new clients, conduct site visits/tours, prepare sales presentations.
• University Events
  • Assist with large-scale annual University events including May commencement and awards ceremonies. Assist with Presidential and VIP events as needed.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $3,026 UUP annual location pay, paid biweekly.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.
In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer’s protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer’s protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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