This position is responsible for planning, organizing and coordinating conferences and events. Specific responsibilities include: planning logistics for meeting space, audiovisual equipment, food functions, parking and other services as needed; developing and managing conference registration systems and conference abstract systems; creating budgets and final financial statements; managing and tracking conference revenue and expenses; coordinating conference marketing and evaluations; working with clients and building/maintaining client relationships.
Conferences may be held both on the USU Logan campus as well as various off-campus locations with an average of 10 trips per year ranging from 2 to 8 days. During conferences working more than 40 hours per week may be required as well as working occasional nights and weekends. May supervise one part-time staff member and perform other duties as assigned. This position reports to the Assistant Director of Event Services.
1. Coordinate Meetings, Conferences and Events Percent of total job: 90%
Coordinate conferences and events including logistical arrangements, registration services, abstract and speaker management, tours and special events, on-site management, conference finances and conference evaluation.
• Coordinate event services such as lodging rooms, meeting rooms, food services, parking, transportation, activities, tours
• Serve as the liaison between client and vendors to coordinate required details
• Interface with university departments and off-campus suppliers
• Secure lodging room blocks and monitor pick up
• Order, specify and supervise room layouts and audio-visual services
• Complete banquet event orders (BEOs) for meeting room and food specifications
• Determine directional and location signs needed and prepare signs
• Work with the client to select the most appropriate vendors for selected services
• Coordinate with graphic designer to prepare program booklets and other program materials
• Design and create an online registration form using department software systems
• Coordinate the production of online reporting for client
• Serve as a liaison between Event Services registrar and client and attendees
• Coordinate on-site registration staff
• Order custom name badges and event tickets as needed
Abstract & Speaker Management
• Design and produce an online abstract submittal form
• Monitor collection of abstracts, speaker information and customized data online
• Design and produce an online abstract review and scoring system
• Ensure timely email communications to presenters
• Create an online agenda with links to abstract and speaker information
• Publish final printed and online program from abstract database
Tours and Special Events
• Coordinate group recreational tours, special events, team building events, etc.
• Travels to off-campus locations to manage conference events
• Monitor event activities to ensure the client and event attendees are satisfied
Prepare and Track Conference Finances
• Prepare and analyze conference budgets with clients
• Calculate breakeven point analysis
• Make recommendations regarding revenue and expenditure strategies
• Track and maintain accurate revenue records
• Review and approve expenditure records
• Prepare final financial statements
• Ensure accurate and current information
• Reconcile accounts and budgets.
• Handle confidential information with tact and discretion
• Design, distribute, collect program evaluations; Prepare statistical reports
• Send thank you letters; Assist in scheduling follow-up programs
2. Supervise Staff Percent of total job: 5%
May supervise one part-time staff member.
3. Other Duties as Assigned Percent of total job: 5%
• Represent the University appropriately at all times
• Participate actively on internal and/or external committees and organizations as assigned
• Represent Event Services on campus, in the community and while off-site at events
• Serve on department project-related committees
• Other duties as assigned
Along with the online application, please attach:
1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
2. 3 Professional references to be filled out at the beginning of your application in the Candidate Profile
3. Cover letter to be typed/pasted at the end of your application
**Document size may not exceed 10 MB.**
Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. Position requires ability to lift, bend, and pull 10-50 lb. containers with event materials, equipment or supplies.
Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 28,000 students (25,000 undergraduates and 3,000 graduate students) on the Logan main campus, four regional campuses, two USU Eastern campuses, and 28 centers throughout the state. USU offers 162 undergraduate majors, 153 graduate programs, and a variety of innovative stackable associate and certificate credentials. The 2018 rankings from Washington Monthly ranked USU as one of the top 30 national Universities and the 5th best public national university in the nation. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found at: https://www.usu.edu/about/at-a-glance/.
A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.
The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region. Additional information about Logan can be found at: http://www.loganutah.org/visitors/about_logan/index.php.
USU recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the university’s academic mission of learning, discovery, and engagement (https://www.usu.edu/president/missionstatement/). USU is an AA/EO employer and does not discriminate based on race, color, religion, sex, national origin, age, genetic information, sexual orientation or gender identity/expression, disability, status as a protected veteran, or any other status protected by University policy or local, state, or federal law. Learn more at https://equity.usu.edu/. USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program. Additional information can be found at: http://www.usu.edu/provost/faculty-life/dual-career-assistance.cfm.
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