Job No. 152677
- Job Title:
- Program Coordinator I
- Employer:
-
Utah State University
- Location:
-
Logan , UT
- Posting Date:
- 04-Apr-2024
- Description:
-
Overview
Event Services is a growing department whose primary function is to assure the events hosted by Utah State University, "Exceed Expectations". This position (Program Coordinator I) is responsible for the success of conference and event registration managed by this position both on the campuses of Utah State University, as well as off campus locations.
Responsibilities
Primary Responsibilities:
Coordinate all aspects of registration for conferences held both onsite and off campus.
Registration Management of onsite and offsite Event/Conferences-Pre-conference planning
Test and approve registration forms (paper and online); give constructive feedback to coordinator
Coordinate pre-conference meetings with Registration Team and Program
Participate in Program Coordinators meeting to communicate event coverage and registration needs
Coordinate name badge type and format
Participate in post conference meetings with Coordinators to evaluate overall registration and onsite performance and set goals for future improvements
Compose and update registration process manual
Registration entry and tracking
Understand and use current Event Management System software to process new registrations, cancellations, substitutions, and modifications to current records, as well as sorting incoming registrations by event. Send conference registration confirmations to participants.
Oversee entering of registrations and applying payments received
Answer all questions related to conference/event registrations through phone, email, US mail
Produce registration communication summaries in timely manner; maintain open communication with Coordinator of Programs concerning changes, areas of concerns, and special program functions
Oversee accuracy of data entry and training for registration staff
On-site/Off-site coordination
Coordinate, Track, and manage on-site/off-site coordination
Supervise Registration Team
Hire, train, schedule and supervise part-time staff in registration and business team responsibilities.
Secondary Responsibilities:
Coordinate Meetings, Conferences, and Events
As appropriate and assigned, secondary duties may include Coordinating conferences and events including logistical arrangements, registration services, abstract and speaker management, tours and special events, on-site management, conference finances, and conference evaluation.
Participate on internal/external committees and organizations as assigned
Implement management principles designed to create operational efficiencies and lean concepts
Attend department events and trainings
Assist other teams and staff members as needed to help even out the workload
Qualifications
Minimum Qualifications:
Bachelor's degree in a related field; OR four years of relevant experience in conference/event planning; OR an equivalent combination of education and experience.
Job offer contingent upon the successful completion of a background check.
Preferred Qualifications:
Experience in a Utah State University campus department.
Experience in conference registration/planning management.
Experience with EMS (event management software) scheduling system.
Experience with Cvent conference management software.
Experience generating contracts and invoices.
Knowledge, Skills and Abilities:
Ability to work with a high level of initiative, self-motivation and a positive attitude. Work independently without close supervision.
Strong organizational skills and attention to detail.
Ability to manage and complete multiple projects and deadlines simultaneously. Effectively track and prioritize workload.
Ability to communicate verbally in a clear and concise way.
Excellent interpersonal communication skills including the ability to foster effective working relationships with supervisors, coworkers and clients.
Excellent written communication skills, including correct grammar, spelling and proofreading skills.
Knowledge and experience with basic bookkeeping practices and procedures.
Strong clerical and record keeping skills. Ability to create and maintain filing systems and information management systems.
Ability to operate standard office equipment to include copiers, scanners, telephone systems, computer data systems and printers.
Ability to maintain confidential information.
Thorough knowledge of Microsoft Office in a Windows environment, and the ability to work with other divisional database systems for which training is provided.
Required Documents
Along with the online application, please attach:
1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
2. Cover letter to be typed/pasted at the end of your application