Student Auxiliary Services (SAS) Conference Coordinator

Reporting to the Associate Director, Business Development and Conference Services, the Student Auxiliary Services (SAS) Conference Coordinator supports the planning, coordination, and execution of conferences, camps, meetings, and special events hosted by the University. This position collaborates with internal departments, external clients, and campus service partners to coordinate event logistics, manage facility reservations, and ensure operational readiness. The Conference Coordinator plays a vital role in delivering exceptional customer service by facilitating seamless event planning and execution, fostering positive client relationships, and contributing to the overall success of the University''s conference and auxiliary services programs.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Administrative & Operational Support

• Coordinate reservations for classrooms, meeting rooms, event spaces, dining facilities, catering services, parking, and summer housing.
• Utilize EMS (Event Management System) to manage space reservations and scheduling.
• Use StarRez to process and track summer housing requests and assignments.
• Maintain accurate records, calendars, and documentation related to events and housing.
• Coordinate with C&IT to ensure guest access to IT services.

Client & Customer Service

• Serve as a primary point of contact for inquiries from clients, campus partners, and external organizations.
• Provide timely, professional, and solutions‑oriented responses to questions about availability, services, and event logistics.
• Support the Associate Director in building strong client relationships and ensuring a positive event experience.

Contracts & Financial Support

• Assist in drafting contracts, proposals, and cost estimates under the direction and approval of the Associate Director.
• Prepare supporting documentation such as event summaries, service orders, and billing details.

Event Coordination

• Help coordinate event logistics, including room setups, catering details, audiovisual needs, and housing assignments.
• Communicate event requirements to internal service providers such as dining, facilities, parking, and housing.
• Monitor event timelines and ensure all details are executed accurately.

Systems & Process Management

• Maintain proficiency in EMS and StarRez to ensure accurate data entry and reporting.
• Assist with process improvements, documentation updates, and workflow enhancements within Conference Services.

Performs other related duties as assigned.