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Coordinator of Conference Services & Special Events

Indiana Tech

Fort Wayne, IN

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JOB DETAILS
SKILLS
Advertising Scheduling, Audiovisual, Billing, Communication Skills, Computer Science, Computer Skills, Conference Management, Conferences, Contract Management, Criminal Justice, Customer Experience, Customer Satisfaction, Customer Support/Service, Data Entry, Detail Oriented, Educational Administration, Employee Retention, Event Management, Food Services, Health Department, Health Science, Higher Education, Identify Issues, Information Technology & Information Systems, Internet Security, Interpersonal Skills, Inventory Management, Leadership, Licensing, Logistics, Maintain Compliance, Maintenance Services, Marketing, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizational Skills, People Management, Problem Solving Skills, Public/Media/Press/Analyst Relations, Regulations, Risk Management, Safety Compliance, Safety/Work Safety, Software Administration, Software Upgrades, Strategic Planning, Systems Administration/Management, Team Lead/Manager, Team Player, Technical Strategy, Training/Teaching
LOCATION
Fort Wayne, IN
POSTED
1 day ago
Indiana 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 customer service and interpersonal skills, with the ability to serve as a welcoming and professional first point of contact for internal and external clients.
  • Experience supporting event logistics, including scheduling, communication, room setups, vendor coordination, and day-of-event execution.
  • Working knowledge of audio-visual equipment, event technology, and basic troubleshooting.
  • Experience using scheduling, database, or event management software preferred; experience with Ad Astra or similar systems is a plus.
  • Ability to work collaboratively with campus partners, including information technology, dining services, security, facilities, and other support departments.
  • Strong organizational, problem-solving, and communication skills, with attention to detail and the ability to manage multiple priorities.
  • Willingness to work occasional evenings and weekends as needed to support events, camps, and departmental needs.

Computer Skills:
  • Word: Intermediate
  • Excel: Intermediate
  • Outlook: Expert
  • PowerPoint: Intermediate
  • Database: Intermediate
  • Data Entry Intermediate

Experience
  • Experience supporting events from inquiry through execution preferred.
  • Experience working with clients, guests, vendors, or event hosts preferred.
  • Experience with summer camps, conferences, or special events is a plus.
  • Experience supervising student employees or part-time staff is preferred.
  • A working knowledge of regulations pertaining to events assigned including familiarization with requirements of the Fire Marshal, Health and Safety, Liquor licensing and other regulatory agencies is preferred.

Working Conditions

Must be able to lift, lower, push, and pull loads ranging in weight from 5-60 lbs.; must be able to carry loads ranging from 20-50 lbs. for distances up to 20 feet; must be capable of kneeling, reaching overhead, climbing stairs and ladders, walking, twisting, stooping, and bending. Weekends and evening hours required when necessary.

Application materials must include a cover letter and resume. Applicants must be prepared to provide a written response to Tech's mission and vision. The position remains open until filled; a review of candidates will commence as application materials are received.

About the Company

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Indiana Tech