Central Washington University
Central Washington University is an Affirmative Action/ Equal Opportunity/Title IX employer committed to providing employment opportunities without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, disability, or protected veteran status.
Full/Part Time Full-Time
| || |
| || Job Summary |
| || |
The Conference Facilitator works under limited supervision coordinate a wide variety of support services for conferences, seminars and workshops to be held at CWU main campus.
This position works to make arrangements with internal and external service providers for multi-day and single-day events to use on-campus and off-campus space, housing, and meals; negotiate services and costs, revise conference budget when needed; all aligned with the needs and pricing of the contractual agreement. This position works hand in hand with the Conference Program Manager and Conference Program Coordinator to represent the institution and Conference Programs to outside organizations and the community.
| || Job Duties |
| || |
Provide Conference Services/Planning/Facilitating:
- Use Microsoft Office software to create letters, spreadsheets, flyers, signs, and other documents related to conference needs. Use CCS (conference catering software) to input data related to services needed by each conference group, and communicate and inform various on-campus service providers of those needs. Use email, multi-line phone, fax, copy machine, two-way radio, cell phone, various media and other office equipment to perform duties related to conference facilitation.
- Schedules meeting rooms, facilities, meals, refreshments, media equipment and other related services according to the Letter of Agreement.
- In CCS enter and update schedule and details of each conference for meals, sleeping locations, meeting rooms, equipment, recreations, social and other related services.
- Process registration received for each conference and perform on-site check-in tasks when needed.
- Monitor deadlines required for each group and by the service provider.
- Verify established logistics with service providers and clients.
- Advises staff, client planners, service providers and others to help identify, evaluate, and resolve complex issues or problems; as well as additional available service that may affect the program as a whole.
- Negotiate service and costs regarding additional request for space and service; prepare revision of Letter of Agreement for billing process.
- Oversees and monitors compliance with applicable laws, regulations, policies, emergency procedures, and ADA compliance during events.
- Approve expenditures within predetermined program plan.
- Participate in program development meetings with client planners.
Monitor Conferences in Session:
- Ensure Registration staff has needed information for check-in of the group on arrival day.
- Meet and greet client planners on arrival day. Introduce staff members to clients. Establish emergency contacts; go over emergency procedures and client's check list. Forward emergency contact information to registration staff and input into CCS; escort client planners to various buildings to inspect their meeting facilities and equipment.
- Meet and/or communicate with client planners several times daily to ensure their programming needs are met and that facilities and equipment are appropriate.
- Physically set up tables, chairs and deliver equipment when needed to ensure the last minute requests are provided.
- The day of the conference, prior to the arrival of the client planners, physically check and verify that meeting rooms are setup and unlocked/locked as scheduled, and that equipment is in working order.
- Provide technical advice on media equipment.
- Provide solutions and anticipate unforeseen problems.
- Conduct exit meetings with client planners on departure day.
- Ensure that a signed Letter of Agreement returns and resides in each folder. Ensure required deposit has been received.
- Ensure required document and insurance certificate resides in each folder.
- Ensure required name list and housing information returned and is ready for registration processing and sleeping room assignments.
- Ensure all meeting rooms, equipment, setup specifications, meals, guaranteed numbers, and special services data is entered into CCS; and follow through with service providers such as Custodial Service, Scheduling Center, and Catering, etc.
- Keep track of client satisfaction by documenting comments, damage reports, and last minute requests for each event in CCS to ensure proper billing source and for improving customer service of repeat groups.
- Compile all communications with clients in folders and in CCS as back up documents for assessment and billing.
- Enter post-conference information and update meeting rooms in CCS.
- Create historical data and compile notes in folder for future reference and recruitment.
- Facilitate internal planning meetings and initiate communications with Conference Program staff, Scheduling Center Staff, and Catering staff, etc. on a regular basis.
- Hand out and collect evaluations when appropriate.
- Record exit meeting comments and any feedback from clients into CCS.
Create Event Work-Orders and Supervise Student Staff:
- In CCS, input information needed to generate Event Work-Orders for: Custodial to provide housekeeping, meeting room setup and cleaning, linen service, and delivery of equipment; Catering needs on meals and confirmation of meal count; Special Services needed from other service providers; and confirmation of check-in operations.
- Print, copy and distribute work orders to appropriate people and departments.
- Assist the Conference Program Coordinator to strategize registration operations and to determine check-in location for each group.
- Meet with the Conference Program Coordinator and/or Registration staff the day before group's arrival and go over specifics to ensure accurate information will be distributed at check-in and all needs of the group have been read.
- Cross train to assist Conference Program Coordinator with registration process, housing assignments, group check-in and check-out needs and other duties as needed year around.
- Cross train to assist Conference Fiscal Specialist with data entry and billing services year around.
- Cross train to assist Program Manager with Conference booking and letter of agreement process and other duties year around.
- Assigns and checks work and provides training. May provide feedback to supervisor to assist with work assignments and job performance.
- Other duties as assigned.
| || Minimum Qualifications |
| || |
- Demonstrated work experience providing customer service to a variety of clients
- Experience as an administrative support in a fast paced office that demonstrates the ability to:
- Use Microsoft Word to generate documents, letters and other correspondence
- Use Microsoft Excel to create and maintain spreadsheets
- Use database software to create and maintain records.
- Use multi-line telephones
- Use email program such as Microsoft Outlook to send and receive email and schedule appointments
- Demonstrated strong time management and organizational skills
- Experience prioritizing work to meet multiple deadlines
- Ability to work both independently and as a team member under pressure to meet projects schedule
- Excellent written and oral communication skills
- Detail oriented
- Valid driver's license
- OR applicable combination of experience and/or training which demonstrates the ability to perform the essential functions of the position.
- Degree in Business, Public Administration, Hospitality, or related field
- Certification from professional conference and meeting planners associations
- Experience as a planner to plan a meeting, to select a site, coordinate catering services, negotiate hotels and support service for any organization
- Applicable experiences as a point of contact for service provider with clients for using space, support service, catering and facilities in hotels, organizations, or convention centers and service industries
- Experience and knowledge of the use, setup, and operation of various types of media equipment such as:
- Data projectors, laptops, microphone, PowerPoint, sound systems, and DVD players
- Experience working with data based event scheduling software such as 25Live
- Experience working with Registration software
- Experience working with Housing or Hospitality Management software
- Experience supervising and/or leading other employees
- Teamwork: Establishes and maintains effective working relationship with others. Recognizes and supports accomplishments of team members. Promotes cooperation and mutual support to achieve goals.
- Adaptability/Flexibility: Responds quickly and effectively to uncertainty and constant changes. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
- Accountability/Dependability: Consistently arrives at work and on time, follows instructions (verbal and written), responds to management direction, and solicits feedback to improve performance. Accepts responsibility for quality of own work; acknowledges and corrects mistakes, meet standards, and deadlines.
- Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
- Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
| || Pay,Benefits, & Work Schedule |
| || |
$2724/month with periodic increases up to $3541/month
| Monday - Friday, Will vary depending on the department needs |
| This is a 40-hour week, 12-month flexible schedule position; hours vary according to the needs of each conference. Evening, holiday and weekend work is required. Work will be performed primarily indoors in an office setting which may require prolonged periods of work at a computer work station using repetitive hand and arm movements. Additionally, position requires extensive walking(both indoors and outdoors)and climbing of stairs, lifting, carrying, or moving of equipment and furniture up to 50 pounds, bending at the hips and knees, crouching, kneeling, stooping and similar movements my also be required. Must be capable of driving a motor vehicle, and operating office equipment. |
CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: http://www.cwu.edu/hr/benefits-0
| || How To Apply |
| || |
To apply for this position, you must complete the on-line application and attach:
- A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting; and
- Resume including work history, education, training; and
- Contact information for three professional references.
Screening Begins: February 25, 2017
**Priority will be given to applications received by the screening date. Incomplete applications will not be considered.
| || Contact Information |
| || |
Name: Rachel Crimp
Title: Conference Program Manager
Phone: (509) 963-1153
Website: Conference Services
Please contact Human Resources at email@example.com or 509-963-1202 if you require technical assistance with the on-line application process.
| || Conditions of Employment |
| || |
Prior to employment, final candidate(s) will be required to submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.