Conference & Event Coordinator

Job Requisition:

JR102181 Conference & Event Coordinator - Hourly (Part Time) (Open)

Job Posting Title:

Conference & Event Coordinator - Hourly (Part Time)

Department:

CC00416 WM001 | WMUO | Conference Services

Job Family:

Staff - Public Relations

Worker Sub Type:

Wage-Continuing (non-benefited)

Job Requisition Primary Location:

William & Mary

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

The mission of Business Affairs is to support W&M as a leader among liberal arts and science universities by providing excellent service that is efficient, inclusive, transparent, and accountable. In delivering service, we maintain a focus on collaboration, continuous improvement, best-in-class technology, and the strategic and sustainable use of university resources while maintaining compliance with attention to corporate social responsibility both within the institution and among its suppliers.

W&M Auxiliary Services supports this mission by providing high-quality products and services in the Bookstore, Campus Child Care, Conference and Event Services, Print Shop, Mail Center, Dining Services, Tribe Card Services Office, Parking and Transportation, McCormack-Nagelsen Tennis Center, Trademark Licensing, Sponsorship, and Vending to enhance the W&M experience for students, faculty, staff, alumni and visitors while maximizing the financial contribution to the University.

The Conference & Event Coordinator assists with front line customer service, administrative, coordination, and logistics support, and registration services, as well as a resource and mentor for seasonal staff.

Responsibilities include (but are not limited to):
• Logistical & onsite coordination of conferences and events to include, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, parking, rec space, vendor rentals, etc.
• Provide clients with budget estimates for their events.
• Participate in summer student staff recruitment and staff training.
• Provide information necessary for creating seasonal staff goal sheets & lead seasonal staff.
• Provide helpful customer service (Answer phones, respond to departmental emails and mail.
• Assist in maintaining inventory of supplies. Serve as a purchasing resource for client vendor needs.
• Performs data entry for events files. Generates reports and distributes appropriately to facilitate conference planning across campus.
• Manage registration for assigned groups ensuring timely and accurate reporting for clients.
• Prepare and send invoices. Post payments received, send confirmations, modify registration records to reflect status changes. Maintain detailed notes regarding transactions and updates for billing purposes, follow-up on unpaid accounts.
• Generates name badges.
• Prepares timely final invoices and reports for conference groups, ensuring reports are in balance with revenues received and expenses paid.
• Assist groups at start of each reservation and as needed throughout the event. Close out upon group departure.
• Prepare for group arrival by checking residence halls and meeting space to ensure spaces are ready.

Job Description:

Required Qualifications:

• High-school Diploma or equivalent.
• Event coordination experience including logistical details such as housing, meeting space, transportation, catering, etc.
• Experience in a customer service role in a professional office environment.
• Working knowledge of general office practices, with familiarity with general office equipment (e.g Phone, scanner, printer).
• Familiarity with general accounting, billing and/or fiscal procedures and processes, with strong mathematical computation skills and the ability to analyze and review data for use in strategic planning and data driven decision making.
• Strong computer skills and proficiency in a variety of software applications to include Adobe Acrobat, DocuSign, Zoom, MS Office (specifically Outlook calendar, Word and Excel) and web-based applications and databases.
• Demonstrates excellent oral, written, and customer service skills.
• Demonstrates extreme attention to detail, commitment to teamwork with the ability to work independently and exercise sound judgment and taking an appropriate level of initiative.
• Strong organizational skills with the proven ability to manage multiple and competing priorities within specific deadlines.

Preferred Qualifications:

• Bachelor’s degree or an equivalent combination of education and experience.
• CCEP or CMP.
• EMS and Workday experience.
• Experience with room diagramming and doing physical room sets, changes, and strikes.
• Previous experience in collegiate conference operations.
• Previous experience with registration management.
• Previous experience with Canva, and Adobe Creative Cloud applications.
• Procurement experience (BuyWM or similar system).
• Experience with various a/v systems.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• Ability to work a flexible schedule and additional hours, particularly during the summer months and times when there is an academic break, that would include evenings, weekends and holidays.
• Valid Driver’s license and two years of driving experience.
• Ability to work outside for group registrations and event management.
• Ability to lift and carry boxes associated with registration and supplies.
• This is a restricted position subject to availability of funding.
• All hourly employees are subject to the limitations of the Virginia Manpower Control Program and total hours worked may not exceed, on average, 29 hours per week, over the course of a twelve month period beginning May 1 each year.

Job Duties:

70% Conference Support:

• Coordinates logistics for assigned events on a year-round basis to include, but not limited to, housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, tours, parking, rec space, vendor rentals, etc.
• Provide clients with budget estimates for event services.
• Works closely and cooperatively with staff and campus service providers to coordinate logistical details.
• Continuously monitors tasks and services to ensure timeliness and accuracy in preparing for and servicing clients and guests.
• Communicates goal sheets tasks to seasonal staff for assigned groups – Assigns and directs work of seasonal staff.
• Provide onsite coordination to ensure facilities are ready prior to group arrival, to assist groups at start of event and as needed throughout the event.
• Close out upon group departure.
• Follows up on past due accounts.
• Prepares timely initial draft of final invoice and reports for assigned groups to ensure reports are in balance with revenues received and expenses paid.

15% - Registration System Support:

• Prepare and send invoices for individuals paying by check. Post payments received to individual accounts and sending out receipts.
• Modify registration records to reflect status changes, comps, and discounts.
• Maintain detailed notes in the registration system of transactions and updates for billing purposes.
• Follow-up on unpaid accounts.
• Generate name badges for attendees as well as event tickets when needed.
• Prepares timely initial draft of final invoice and reports for assigned groups ensuring reports are in balance with revenues received and expenses paid.
• Customer Relations Management and Customer Service: (contributes to high level of customer service and professional services offered by Department).
• Maintains accurate and timely records of customer interactions for conference planning and coordination and invoicing.
• Participates in meeting office goals by contributing cost-saving and innovative ideas and meeting department’s strategic goals and initiatives.
• Follows university and Conference Services procedures in performing all responsibilities associated with the position.

15% - Administrative Support:

• Provide front line customer service (Answer phones, respond to departmental emails and mail and may share overnight on-call responsibilities during summer conference season). Assist in maintaining inventory of supplies. Serve as a purchasing resource for client vendor needs.
• Runs office errands to include but not limited to deposits to Bursar’s Office.
• Perform data entry for group files and generate reports (pre – conference client reports, meal counts, and housing and attendee lists, facility reports, final invoices, meal encoding reports) and distributes appropriately to facilitate coordination across campus.
• Participate in the recruitment and selection of summer staff, as well as with staff training.
• Leading summer staff.
• Process payables and receivables, generate deposits, post conference registration payments to client records and final invoice payments.
• Maintain accurate and timely records of all financial transactions with extremely high accuracy (99%), while adhering to all college policies regarding fiscal operations and management.

Posting range: $17 to $23 per hour, commensurate with experience

Additional Job Description:

Job Profile:

JP1028 - Public Relations & Marketing Specialist II - Nonexempt - Hourly - H06

Qualifications:

Pay Rate Type:

Hourly

Compensation Grade:

H06

Recruiting Start Date:

2026-10-27

Position Restrictions:

Restricted Funds

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.