Conference Coordinator

Position Description: 

The Conference Coordinator’s (CC’s) works in conjunction with the Office of Residence Life & Conference Services to deliver quality experiences to conference guests who visit Western Colorado University during the summer months. The CC’s report directly to the Associate Director of Housing Operations & Conference Services.

The CC’s acts as the central point of contact for both internal and external clients, providing accurate information and handling individual needs and requests of conferences, camps, meetings and events. Responsibilities include but are not limited to, coordinating camp and conference details for internal and external clients, day-to-day conference support, creating positive customer experiences, on-call duty, conference group check-in and check-out, and additional duties as assigned.

A successful CC candidate will be detail oriented, have the ability to manage multiple tasks/logistics and daily operations, have the capacity to work independently and with a team, and possess an awareness of customer experience and interpersonal communication skills.

Two different CC positions support overall conference operations. The Conference Coordinator for Camps (CCC – 2 positions) and the conference Coordinator for Pinnacles (CCP – 1 position). See major responsibilities below for specific job duties and requirements. 

Conference Coordinator for Campus Major Responsibility Areas:

  • Work with the Associate Director of Housing Operations & Conference to coordinate logistics for internal and external camps.
  • Update all client information, details, and logistics in StarRez.
  • Work with individual camps regarding all room, meal, and facility needs including access to dorms, academic buildings, gym facilities, room set ups, water station set ups, and practice field coordination.
  • Coordinate group check-in and check-out processes.
  • Create final invoices with accommodation, meal, and facility charges.
  • Maintain linen inventory for camps.
  • Assist with the Conference Assistant (CA) hiring process.
  • Assign tasks to other Conference Services team members as needed to ensure smooth operations for staff and guests.
  • Serve as a member of the Leadership Team overseeing task and logistics.
  • Respond to and resolve emergencies occurring with camp clients.
  • Respond to the day-to-day needs of camp groups to ensure quality service.
  • Other duties as assigned. 

Conference Coordinator for Pinnacles Major Responsibility Areas:

  • Work with the Associate Director of Housing Operations & Conference to coordinate logistics for internal and external conference groups using Pinnacles and Chipeta Complexes.
  • Update all client information, details, and logistics in StarRez.
  • Create and implement a “hotel” style approach for providing a customer experience to guest staying in Pinnacles and Chipeta.
  • Work with individual conferences regarding all room, meal, and facility needs.
  • Co-supervision for a staff of 3-4 Pinnacles Conference Assistants (PCA) in collaboration with Conference Interns.
  • Coordinate guest check-in and check-out.
  • Work at the Pinnacles Front Desk as needed to support PCA’s and guests.
  • Assist with turnover’s as needed.
  • Maintain linen inventory for Pinnacles and Chipeta needs.
  • Assist with Conference Assistant (CA) hiring process.
  • Assign tasks to other Conference Services team members as needed to ensure smooth operations for staff and guests.
  • Serve as a member of the Leadership Team overseeing task and logistics.
  • Respond to and resolve emergencies occurring with conference clients and guests.
  • Respond to the day-to-day needs of conference participants to ensure quality service.
  • Other duties as assigned. 

Time Commitment:

This is a part time job during the spring semester requiring 5-10 hours per week depending on demand. This is a full time position during the summer with varied work hours including evenings and weekends. The average workweek is 35-40 hours. Approximate dates of employment are January 28, 2019 through August 16, 2019. Due to high volume, vacation will not be approved during the month of June for CCC’s and during the month of July for the CCP. Dates may be negotiable.

Remuneration:

Federal and state work-study students are encouraged to apply; however, this is not a requirement for employment. Hourly wage as set by the State of Colorado (approximately $11.10 per hour). Some meals are provided when working. This position does not include on-campus housing.

Position Qualifications: 
  • Ability to communicate in a clear and friendly manner
  • An appreciation and understanding of the customer experience
  • Possess an addition to detail
  • Ability to manage multiple tasks/logistics and daily operations
  • Desire to take initiative and work independently
  • Ability to be prompt, punctual, and dependable
  • Willingness to learn and grow through the position
Application Instructions: 

Please complete online application at http://sgiz.mobi/s3/2019-Conference-Coordinator-Application. Following review of all applications, interviews will be scheduled. Positions open until filled. Review of applications will beging Monday December 10, 2018.

Contact Information
Department: 
Conference Services
Department Location: 
117 University Center
Contact Name: 
Paul Giberson
Contact Email: 
Contact Phone: 
970-943-2189
Position Details
Work-Study Type: 
Federal
State
Institutional
Pay Rate: 
$11.10
Semester Start: 
Summer Semester
Spring Semester
Number of Job Openings: 
3-4
Status: 
OPEN
Hours per week: 
5-10 hrs. during the spring semester - 40 hrs. during the summer