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Position Classification Description

Position Class Code / Title: N5017 / Univ Conference & Event Coord
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 10

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Independently plans and schedules coordinated University-wide conferences and special events efforts. Primary liaison with colleges and departments, and external constituents for conferences, workshops, and other campus-wide special events. Develops and maintains professional relationships with internal and external constituencies. Assists in developing and implementing sales/marketing activities including developing conference and marketing strategies; manages and oversees event budget. Coordinates press releases, and designs and develops all print material for conferences and special events.

Duties and Responsibilities

  1. Fosters coordinated University-wide event planning efforts with members of the academic colleges and departments, and external community as appropriate to the event.
  2. Plans, schedules, and coordinates logistical activities for University-wide special events, which may include arrangements for registration, meeting facilities, meals, audiovisual equipment and operators, and tours.
  3. Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management.
  4. Assists in development and administration of department budgets; assists in cost analysis, cost control, and development of revenue enhancement strategies.
  5. Serves as primary liaison with internal and external constituencies on all matters relating to program activities; represents the University with respect to program activities on a local, regional, and/or national basis.
  6. Gathers and monitors statistical data, and develops and prepares various periodical and ad hoc statistical reports, summaries, analyses, and projections.
  7. Coordinates the activities of volunteers, staff, and students, to include training, scheduling and work allocation, and problem resolution; motivates volunteers, staff, and students to achieve peak productivity and performance.
  8. Coordinates the various marketing materials, to include brochures and flyers, for meetings and conferences
  9. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 7 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Skill in the use of personal computers and related software applications.
  • Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.
  • Skill in budget preparation and fiscal management.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to use independent judgment and to manage and impart information to a range of clientele and/or media sources.
  • Strong interpersonal and communication skills and ability to establish effective business relationships with external contractors.
  • Ability to perform complex tasks and to prioritize multiple projects with skills in organizing resources and establishing priorities.
  • Knowledge of the hospitality and tourism industry.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of conference facilities, technology, and equipment.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to plan, organize, and facilitate a range of special events.
  • Ability to create, compose, and edit written materials.
  • Knowledge of cost analysis techniques.
  • Knowledge of general accounting principles.
  • Ability to supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments.

Conditions of Employment

  • Possession of a valid New Mexico driver's license is a requirement for this job.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017