Coordinator of Conference Services & Special Events

Job DetailsJob Location: Fort Wayne Campus - Fort Wayne, IN 46803Position Type: Full TimeEducation Level: Bachelor's Degree PreferredIndiana Tech is a thriving, independent, teaching-oriented university that delivers career-oriented programming in a wide variety of disciplines that includes business, engineering, computer sciences, criminal justice, cybersecurity, marketing, health sciences, communication and helping professions. Indiana Tech enrolls nearly 1,500 students in its traditional undergraduate programs on its picturesque main campus, and nearly 5,000 students in its adult and online program. We offer degrees at the associate, bachelor’s, master's, and doctoral levels and undergraduate and graduate certificates.

Over 41% of our students are either globally or domestically diverse; this contributes to our unique vibrant and inclusive campus community. All academic programs are designed to provide students with relevant and practical experiences, including an emphasis on internships. The university is accredited by the Higher Learning Commission.

Indiana Tech is committed to fostering a welcoming and respectful environment for all. We actively support the recruitment, engagement, and retention of students, faculty, and staff from a wide range of experiences, backgrounds, and perspectives. We believe that creating a sense of connection and support across our campus community plays an essential role in preparing students to succeed and contribute in a global society.

Indiana Tech has big plans for its future. Learn more at Indiana Tech Strategic Plan or strategicplan.indianatech.edu.
 

Indiana Tech is seeking a Coordinator of Conference Services & Special Events who brings energy, organization, and a passion for creating exceptional campus experiences. This role serves as the primary liaison with internal and external constituents, providing organizational leadership in developing, implementing, and overseeing conferences, workshops, events and public functions. This position works collaboratively to plan and produce high-profile elite events and functions that involve campus and community partners ensuring that the highest of standards are reflected in the planning and presentation of events. The Coordinator of Conference Services and Special Events develops an office which serves as a gateway for internal and external communities in identifying, scheduling, contracting and the billing of appropriate campus venues for the lease and use of facilities to ensure a seamless and trouble-free experience for clients. This position provides oversight and leadership for student staff, the campus scheduling software, and facilities/equipment within the student union and other prominent locations. Several nights and weekend hours will be required depending on scheduled events. This position directly reports to the Director of Student Engagement.  

Essential Duties & Responsibilities

Serve as first point of contact for special events with internal and external constituents.
Provide exemplary customer service and has specialized knowledge of audio-visual equipment, vendors, support services, scheduling, contracting, and risk management procedures to effectively satisfy client needs.
Provide information to potential clients including quotes, diagrams, facility tours and walk-through meetings. 
Serve as the primary system administrator with the campus scheduling software, Ad Astra. This role includes maintaining software upgrades, developing user trainings, and coordinating material so software evolves as campus facilities usage evolves.
Build an effective and focused conference services team creating strong morale and team spirit. Manage student staff in the day-to-day operations for functional area(s) of responsibility. Responsible for hiring and retaining student staff.
Delegate both routine and important tasks and decisions, while assuming final responsibility for event logistics through effective team management.
Oversee equipment training, inventories, and coordinates with on-campus service providers.
Work collaboratively with Information Technology on technological needs within conference services venues. 
Provide inventory control and maintenance for conference services according to established procedures.
Collaborate with dining services and security to support and ensure safety and compliance with all local fire and health department regulations.
Serve as primary lead associated with coordinating summer camp events.
Perform other duties as assigned.

Qualifications

Bachelor’s degree in hospitality management, event management, business, communications, public relations, marketing, higher education administration, or a related field preferred. Equivalent combination of education and experience may be considered.
One to three years of professional experience in conference services, event planning, hospitality, venue operations, or a related field preferred.
Strong cu