Conferences and Events Coordinator

Conferences and Events Coordinator

Salary

$22.00 Hourly

Location

Springfield, MA

Job Type

Full-time 12 months 35 hours

Job Number

00400

Department

Conferences and Events

Opening Date

06/17/2026

• Description
• Benefits

Description

Reporting to the Associate Director of Conferences and Special Events, the Conferences and Events Coordinator provides direct operational support for all conference and event operations managed by the department. Responsibilities include providing conference and event management services to ensure that all requirements are met; coordinating use of facilities, communicating schedules to campus partners, and maintaining relationships with current clients. The Events Coordinator is responsible for ensuring that our service providers in dining, facilities, IT and Public Safety have the information they need for all events to run smoothly regardless of size.

Responsibilities

• Work closely with the Director and the Associate Director regarding event requirements and expectations of camps, conferences, and special events.
• Gather information for event proposals.
• Provide campus tours to clients and prospective clients.
• Provide input regarding appropriate space.
• Review contracts to ensure that venues are properly scheduled, approved, and set up.
• Coordinate and monitor services with partner departments (Dining, Public Safety, Facilities Management, Residence Life, Media Services, IT) prior to and during events, especially during the summer conference season and transitions at the beginning and end of summer.
• Manage keys and access card distribution/authorization.
• Manage inventory of linens and other supplies.
• Conduct event reviews as needed with partner departments to ensure a continued high level of service and customer satisfaction.
• Assign room blocks once residence halls are assigned.
• Responsible for planning, coordinating, publicizing, and implementing special events, conferences and meetings.
• Responsibilities include coordinating electrical, air conditioning, custodial, stage set-up, lighting, sound equipment, concessions, safety, security, medical, and personnel needs for each event.
• Function as the main on-site contact with clients during their events regarding but not limited to housing, facilities, dining, and other issues.
• Confirm schedules and rosters, distribute to appropriate on campus partners.
• Schedule student staff coverage.
• Manage the operations of summer camps conferences and special events.
• Prepare occupancy reports. Prepare preliminary invoices.
• Monitor/Manage the departmental email account and phones.
• Manage requests in Astra Schedule for the spaces that CASE schedules.

Qualifications

Bachelor's Degree in Hospitality, Business Management, Athletic Administration, or Sport Management Required

Masters Degree preferred

1-3 years of work-related experience in event planning.

Knowledge, Skills & Abilities

Problem solving.

Strong oral and written communication

Basic level of proficiency with Website Content Updates.

Intermediate level of proficiency with Microsoft Excel, and Word.

Proficiency with Microsoft Office PowerPoint, Event Guru, When to Work, Google Docs, Google Docs and Department

Databases such as Higher Reach and Astra Schedule.

At Springfield College we offer competitive and generous benefit options for employees and their families.

• Tuition benefits for employees and dependents
• Tuition exchange program for dependents
• Generous paid time off benefits
• Paid Sick Leave Benefits
• 403(b) retirement plan (TIAA) with a generous college match
• Medical, Dental and Vision plan(s)
• Health Reimbursement Arrangement (HRA)
• Flexible Spending Accounts (health care expenses and dependent care)
• Life and accident insurance plans
• Long-term disability
• Optional voluntary benefits
• Employee Assistance Program (EAP)
• Wellness benefits and programs
• Free use of our state-of-the-art Wellness Center

Part-time employees earn pro-rated holiday, vacation and sick leave.

To learn more about our Benefit Package, visit our Human Resources page.

Employer Springfield College

Address 263 Alden Street

Springfield, Massachusetts, 01109

Phone 413-748-5678

Website http://www.springfield.edu