Part-Time Conference & Events Coordinator

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The Conference & Events Coordinator is a member of the Conference & Event Services Office at Washington College of Law. The Coordinator works closely with internal and external partners to execute plans and contracts for both internal and external events. Responsible for coordinating year round events, including pre-planning, onsite execution, and post event wrap up, as well as supporting selected projects throughout the year.

1. Coordinates with other WCL departments to manage the event logistics for all WCL internal programs and events. This includes, but is not limited to, assisting with event publicity, creating event registration webpages, managing the event budget, submitting catering orders, creating event set up diagrams, coordinating necessary Continuing Legal Education (CLE) credits, and the creation and printing of all event related materials.

2. Manages the registration and onsite check in process for all WCL programs and provides visible, on-site coverage for all events to ensure client satisfaction.

3. Acts as a University host for all external groups utilizing WCL facilities for conference, meeting space, and other non-university affiliated events. Provides costs and obligations to prospective clients. Serves as the client’s primary contact through the contracting process and during the planning process to determine meeting and functional space requirements, AV equipment needs, catering services, and logistical requirements. Responsible for managing the entire contracting and invoicing process and ensuring all AU liability requirements and policies are met.

4. Coordinates communication between numerous campus partners (Facilities, AV, Catering, AU Police, Public Relations/Marketing, Alumni Relations, Continuing Legal Education) providing relevant and appropriate information related to both internal and external events.

5. Creates and maintains documentation on all past, current, and future events, including logistics, contract and supplemental information, and other paperwork required.

6. Assists with the implementation of new sales and marketing strategies for both internal programs and external rental groups.

7. Manages financial reconciliation for WCL events. Follows up on outstanding registration fees, tracks registration financial data, and processes and reconciles fees by credit card. Assists with procurement and tracking of expenses and revenues with the use of the university's accounting system. Maintains inventory of supplies for office use and for specific programs. Maintains finance files, logs for expenses and revenues, and processes sales of materials.

• High school diploma or equivalent.
• 1-3 years of relevant experience.

• Associate's degree or equivalent.
• 1-3 years of relevant experience.
• Experience assisting with/coordinating events and/or conferences.
• Familiarity with event/conference management software.

• Ability to understand and anticipate customer needs and adapt services accordingly. Flexibility and the willingness to seek creative solutions to customer challenges.

• Ability to establish and maintain positive relationships with customers.

• Ability to prioritize tasks and adhere to deadlines.

• Strong interpersonal skills.

• Good oral and written communication skills.

• Excellent organizational skills and attention to detail.

• Proficiency with Microsoft Office Suite, including Word, PowerPoint and Excel.

• Ability to use or learn to use automated financial/document processing systems.

• Comfort with technology and the ability and willingness to learn new software applications.

• Familiarity with or ability to learn basic bookkeeping practices and processes.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.