Conference and Event Coordinator at William & Mary in Williamsburg, Virginia

Job Description:

Position Number:

00986W

Position Title:

Conference and Event Coordinator

Employment Category:

Full Time Operational

Location:

William & Mary

Department:

3N1000 Law School Faculty Operations

Unit Mission Statement:

William & Mary Law School provides an exceptional education for tomorrow's lawyers. As the nation's first law school, we maintain an enduring tradition of intellectual and professional excellence. We improve legal systems here and abroad through a commitment to the classroom, influential scholarship, and service to the public. Our students become highly skilled advocates, ready to serve their clients and their communities with thoughtful engagement and unwavering integrity. We recognize the challenges of our history and our responsibility to pursue the realization of justice through the rule of law. Above all, we strive to be a diverse and close-knit community, inclusive in the broadest sense and defined by a shared commitment to the rigorous and open-minded study of the law.

Position Summary:

The Law School's Conference and Event Coordinator will be responsible for ensuring that Law School marquee events are organized and promoted in a professional manner maximizing the experience for all function participants. The Coordinator will work productively with constituents both inside and outside the Law School in serving as the face of the Law School to event participants and attendees.


Specific responsibilities include but are not limited to:

• Responsible for room selection/reservation; arranging catering; managing event layout and setup; cleanup; booking travel and lodging for participants; making dinner reservations; and purchasing and preparing speaker gifts/awards.


• Oversee event publicity; coordinate with various Law School departments and/or faculty; advise student organizations; and communicate with vendors and guests.


• Coordinate the event-specific budgets according to State, University, and Law School rules/regulations including the disbursement of funds to vendors and reimbursements to guests or others for allowed event expenses.


• Oversee conference material preparation including information about local attractions.


• Supervise student employees who will support all event activities.

Conditions of Employment:

• Some night and weekend work is required.


• This position may require overtime including scheduled and unscheduled, nights and weekends, and or holidays.


• 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

Essential Designation:

No

FLSA:

Non-Exempt

Position Restricted?:

No, this is a continuing E&G funded position and not term-limited

Position Term:

12-Month

Position Months:

Faculty or Staff: 12 month

Required Qualifications:

• Bachelor's degree or an equivalent combination of education and experience.


• Experience (typically 2 to 4 years of experience,) with planning and coordinating events, including events with 100+ attendees.


• Experience with booking travel and lodging; and the ability to negotiate with local establishments for the best lodging, food, and conference rates.


• Demonstrated organizational skills, detail-oriented work, and ability to manage multiple priorities in a fast-paced environment.


• Demonstrated ability to work independently and use initiative.


• Demonstrated marketing abilities.


• Demonstrated ability to track budgets.


• Excellent oral and written communication skills.

Preferred Qualifications:

• Bachelor's degree in business administration, hospitality management, or a related field.


• Certified Meeting Professional (CMP) or Collegiate Conference and Event Professional(CCEP).


• Strong graphic design skills and computer and web skills are a plus.


• Knowledge related to State and university regulations and guidelines as they pertain to special events (risk management, permitting requirements, etc.).

Is the position remote work eligible?:

Hybrid (works remotely at least 1 day per week but not full-time)

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.

Advertised Pay Range:

Up to $55,000, commensurate with experience.

Advertised Pay Range Statement:

All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.

University Salary Range:

U06

Benefits Summary Statement:

William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).


Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none

Job Open Date:

10/25/2024

Review Begin Date:

11/08/2024

Open Until Filled:

Yes

Background Check Statement:

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.

EEO Statement:

William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

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