Conference and Event Coordinator, PT Job at Southwestern Baptist Theological Sem

Position Title: Conference and Event Coordinator

Department: Event Management

Date Prepared: February 2023

FLSA Status: Hourly / Non-Exempt

Part Time

Standard of Christian Commitment

The divine mission of the Seminary mandates that all personnel must demonstrate a commitment to the purposes of the Seminary. Every employee shall be an active member of a local church of believers in Jesus Christ as Lord and Savior. It is expected that conduct becoming a follower of Jesus Christ will be portrayed in the community.

Job Summary:

The conference and event coordinator will organize and facilitate conferences providing assistance in the days leading up to as well as on-site assistance throughout the event. They are skilled in managing staff, liaising with contractors and suppliers, and organizing speakers and programmers. Applicants should have a flexible schedule being able to up to 28 hours a week with availability on work days, evenings, weekends, and holidays. This position will report directly to the Riley Center General Manager.

Essential Job Functions / Responsibilities

• Demonstrate a Spirit of Service-We are relationship focused and are here to serve with enthusiasm. We are driven to exceed expectations by listening, leading, solving problems, and over-delivering what we promise.
• Pursue Excellence-We passionately do all things to honor Christ and to demonstrate the utmost hospitality. Quality permeates all that we do.
• Act with Integrity-Our relationships are founded on honesty, trust, respect, and humility. Teamwork is punctuated by transparent communication and flexibility.
• Practice and Advance Stewardship-We preserve our property and resources and optimize profitability, acknowledging the sacrificial gifts from churches and ministry partners that undergird us.
• Interact with the guests by phone, in person, and by email to handle requests for events
• Collect detailed information for the event
• Provide accurate billing information
• Ensure overall client satisfaction
• Welcome all visitors of the Riley Center and provide information regarding room locations, conference information, and SWBTS campus information
• Oversee meeting booking, cancellation, and postponement orders for clients
• Plan and coordinate all activities to successfully execute meetings and conferences
• Send confirmations to the proper departments
• Determine participant counts and accordingly book right sized meeting rooms
• Process all other additional requests such as room set-up, catering needs, and audio-visual device requirements
• Obtain client feedback and make appropriate changes for improvements
• Escalate complex booking issues to Director for immediate resolutions
• Ensure that meeting rooms are set-up with requested amenities and audio-visual devices
• Greet the participants and direct them to meeting room
• Address new requests of hosts before and during meetings
• Respond promptly to client calls and e-mails related to meeting set-up, catering, audio-visual, etc.
• Perform regular inspection of meeting facility to ensure lighting, audio-visual equipment, and other amenities work properly
• Perform other related duties as assigned and specific to area of responsibility

Skills / Requirements

• Familiarity with Event Pro software not required but preferred
• Conference coordinating experience not required but preferred
• Excellent verbal and written communication skills
• Maintain high-level of professionalism and competence with dealing with clients
• Exhibit exemplary social skills and ensure considerate interactions with guests, staff, and other SWBTS departments
• Must enjoy interacting with a diverse group of people from all backgrounds and age groups
• Exhibit a humble, patient, and collaborative spirit in order to create a healthy and vibrant work culture for the staff team
• Possess a strong work ethic and initiative
• Ability to multi-task, pay attention to detail, and be a team player
• Expectation to strive for personal and professional growth in leadership and general ministry effectiveness
• Understand their respective roles and responsibilities in the event as an operation

Qualifications / Education:

• High School Diploma or GED
• Minimum of 2 years' experience preferred, but not required
• Successful completion of background check, MVR, and credit check may be required.

Supervision:

• This position does not oversee other employees.
• This position will report to the Director Office of Events Management.

Decision-Making Responsibilities:

• Yes - Making decisions on events

Exposure to Confidential Information

• Yes

Physical Requirements

• Physically able to sit and stand for long periods of time
• Able to use computer and move about office to interact with other staff members
• Able to attend meetings on site
• Able to bend and/or stoop
• Able to lift up to 30 pounds to perform tasks that may be assigned in the course of operations
• Must be able to perform occasional overhead reaching, bending, stooping, twisting, and kneeling.
• While performing the duties of this job, the employee is regularly required to talk and hear.
• Frequently required to sit and reach with hands and arms.