Job Title: Event Management & Conference Coordinator
Department: University Advancement
Reports To: Vice President & Chief Advancement Officer
Job Type: This is a full time, exempt position.
General Description:The Department of University Advancement is a critical piece of William Woods University's mission to create and promote a student-centered learning environment valuing inclusion, creativity, and intellectual inquiry that prepares learners for success in diverse organizational and community settings. As a key component of the University Advancement Team, the Event Management & Conference Coordinator is responsible for maintaining the logistical coordination of events and conferences at William Woods University. Responsibilities include overall coordination of event and conference communication, reservations, planning, and relationship stewardship with internal and external organizations.
Essential Duties and Responsibilities:· Oversee the planning and logistical execution of events and conferences for William Woods University
· Serve as the main point of contact for internal and external organizational representatives
· Serve as a communication conduit between internal and external organizational representatives and William Woods University Facilities, Food Service, and other key stakeholders
· Research vendors and suggest selections based on their overall value, quality, and innovativeness
· Reserve event spaces, draft and finalize contracts, and oversee day-of logistics
· Develop marketing content for event and conference hosting in coordination with University Marketing
· Assist in hiring personnel and vendors as needed across all functions of an event (e.g., registration, setup, catering, technology, etc.)
Position Requirements:Required Qualifications:
· Strong commitment to equity, higher education, student achievement, and the William Woods University mission, vision, and values
· Academic qualifications (Bachelor's Degree) aligning with position requirements
· Experience in working with diverse stakeholder populations
· Experience in event planning or event coordination in a corporate, non- profit, or community environment
· Proven track record of creative and successful event management
· Excellent organizational, communication, negotiation, and multitasking skills
· Ability to remain calm under pressure and maintain a customer-service mindset
· Agility with adjusting priorities
· Ability to positively receive feedback
· Ability to manage multiple tasks while working collaboratively
· Strong teamwork orientation with a friendly and professional demeanor
· Availability to assist with and manage events including periodic early mornings, evenings, or weekends
· Ability to manage confidential information and sensitive situations with grace and discretion
· Occasionally travel for advancement opportunities, events, and event management
· Proficiency with Microsoft Office Suite
PREFERRED QUALIFICATIONS:
The successful candidate will have the ability to:
· Demonstrate high capacity and manage/coordinate several projects simultaneously
· Exhibit a high degree of accuracy and attention to detail in assignments and responsibilities
· Work collaboratively within the department, across the university, and with external stakeholders
· Establish relationships with vendors
· Manage budgets and track expenses
· Work independently
· Maintain confidentiality
· Demonstrate collegiality
· Proficiency with marketing and promotional software (e.g., Adobe Creative Suite, Adobe Express, Canva, etc.)
Work Schedule:This is an exempt, 12-month position that occasionally requires travel and weekend/evening event coordination.
William Woods University is an independent institution chartered by the State of Missouri with main campus facilities in Fulton, MO. It has been operating continuously since 1870, taking its current form as a coeducational university with undergraduate and graduate programs in 1993. Today, William Woods draws approximately 2,000 undergraduate and graduate students from 35 states and approximately 11 foreign countries. William Woods has been ranked as a Top 100 Midwest University by U.S. News and World Report, and has been recognized for the quality and affordability of its online degree programs. With a full liberal arts curriculum, William Woods also offers a strong professional tradition, with nationally ranked programs in Equestrian Studies and American Sign Language. Its graduate education program figures strongly in the administration and leadership of Missouri's state school system. William Woods University is governed by a self-perpetuating board of trustees, and remains committed to serving the public good by helping students link intellectual development with the responsibilities of citizenship and professional life.
William Woods University is an Equal Opportunity Employer