Facility Conference/Event Coordinator

Position Summary Characteristic Duties and Responsibilities Deliver exceptional service to a diverse group of internal and external customers, focusing on building future relationships with MSU for youth programs and long term stewardship with adult guests and conferences. Receives contacts from individuals and groups interested in scheduling conference activities at a designated facility. Maintains accounts in designated market segments for conference facilities. Recruit new clients and contracts in order to promote facilities and develop internal and/or external relationships. Prepare clear and thorough written agreement between the conference and the institution which conveys mutual commitments.   Reviews, negotiates, edits and approves contracts for all events and meeting/events space bookings. Assists customers in planning conference details, including dates, length of stay, locations, registration, physical facilities and equipment, culinary service, external tours and recreational events, and related arrangements. Makes arrangements for luncheons, tours, and meeting space within REHS and/or related facilities for individual and group visitors. Reserves classroom and meeting space, and makes arrangements with a variety of service providers for the facility preparation, including tables, seating configurations, overall decor, audio-visual equipment, telephone service, and related equipment. Meets and corresponds with conference representatives both prior to and during planning sessions in order to ensure maximum customer satisfaction. Ensures conference facilities and culinary services meets the needs of the conference; prior to and during the conference.   Meets with University, external groups and individuals in order to encourage the use of University facilities for conferences, workshops and related events. Collaborate with partners to ensure timely responses to guests needs. Assist in the development of marketing materials related to conference and meeting/events space bookings needs. Assists in developing new information systems, service standards, cost controls and pricing policies in order to optimize overall customer satisfaction. Enter conference and meeting/events space bookings data into computer based conference information system Kinetics to ensure accurate bills and historical records. Assist in the coordination of student housing operations in non-contractual school year. Includes: preseason, between, and postseason semester housing contracts, REHS Guest House - Visiting Scholars accommodations, Guest Apartments, MSU Intercollegiate Athletics housing needs and non-traditional housing for interns, academic candidates, and researchers. Educates and encourages all customers to be supportive of the Spartan Green initiative in their conference and meeting/event space booking activities. Participates in the resolution of employee complaints and grievances. Actively participates on committees and partner meetings to represent University Conference Services and provide valuable input. Tasks may include information gathering, presentation, or agenda preparation. Attend professional development training programs. Remains current in field by attending nationally recognized seminars, conferences and other programs. Communication/Interpersonal Relationships
Interacts with: Current and Potential Customers - in order to inform about Residential and Hospitality Services event offerings; assist in planning events; determine needs; resolve questions, problems and complaints; and follow up on compliments and suggestions. University Administrators - in order to determine facility, service and equipment availability; coordinate overall event scheduling; inform about service problems or concerns; and exchange information regarding events to be held on site. Designated Supervisor - in order to receive direction, inform about conference operations and activities, meeting/events space bookings and exchange information. Divisional, University and External Staff - in order to exchange information about products, services or offerings and to assist with assigned conference/event improvement projects. Faculty/Staff/Students- in order to respond to requests and complaints and to provide services. Additional Requirements Employee performing these job duties have access to confidential payment (credit/debit) card data and have a legal and ethical obligation to protect the privacy of all individuals represented in Student Life and Engagement business records or transactions. Employees are expected to use all cardholder data to which they have access in a manner that is consistent with the current version of the Payment Card Industry Security Standard.
All positions in SLE are designated as critical status. In the event of a university closure, modification, or suspension of operations due to snow or other emergency condition, persons in this position are expected to make all reasonable attempts to report to work as scheduled for the duration of the closure/suspension. If a person has an approved remote work agreement to work a portion of their normally scheduled work hours remotely, they may be called upon to work on-site to serve the MSU community. 
Unit Specific Education/Experience/Skills Knowledge equivalent to that which would normally be acquired by completing a four-year college degree program in Hotel, Restaurant and Institutional Management or a related business field; three to five years of related and progressively more responsible or expansive work experience in institutional housing or institutional conference coordination; or an equivalent combination of education and experience.
Desired Qualifications Experience with conference and event management in the university environment. Experience partnering with a diverse range of units and service providers, including facility staff, academic partners, and business offices. Experience working directly with people from diverse racial, ethnic, socioeconomic, LGBTQIA+, and gender backgrounds Ability to flex communication style to multiple cultural environments and multiple social identities. Knowledge of Housing software, Microsoft Office programs (Word, Power Point and Excel) and MSU EBS. Excellent verbal and written communication skills. Skills in leading and challenging peers and students help to foster good team spirit. Outstanding Customer Service skills. The ability to gather facts and make sound decisions. The ability to meet deadlines. Enthusiasm and interest for working with people in a team oriented environment. Support, educate and help facilitate in the Spartan Green initiative. Equal Employment Opportunity Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials Resume and cover letter. 
Work Hours STANDARD 8-5
Bidding eligibility ends May 14, 2024 at 11:55 P.M. About Michigan State University
Spartans work every day to advance the common good in uncommon ways.Together, we tackle some of the world?s toughest problems to find solutions that make life better?from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.We're good at it, and we've been at it for more than 150 years.The nation?s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.Today, MSU is one of the top research universities in the world?on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we?re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.
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