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Riley Center Conference Coordinator

Company: Southwestern Baptist Theological Seminary
Location: Fort Worth
Posted on: June 12, 2021

Job Description:

Position Title: Riley Center Conference Coordinator

Department: Office of Events Management

Date Prepared: May 7, 2021

FLSA Status: Hourly

Part Time

Standard of Christian Commitment

The divine mission of the Seminary mandates that all personnel must demonstrate a commitment to the purposes of the Seminary. Every employee shall be an active member of a local church of believers in Jesus Christ as Lord and Savior. It is expected that conduct becoming a follower of Jesus Christ will be portrayed in the community.

Job Summary:

The conference coordinator will organize and facilitate conferences providing assistance in the days leading up to as well as on-site assistance throughout the event. They are skilled in managing staff, liaising with contractors and suppliers, and organizing speakers and programmers. He or she will work 25-28 hours per week. Applicants should have a flexible schedule being able to work days, evenings, weekends, and holidays. This position will report directly to the Director of Office of Events Management.

Essential Job Functions / Responsibilities

  • Demonstrate a Spirit of ServiceWe are relationship focused and are here to serve with enthusiasm. We are driven to exceed expectations by listening, leading, solving problems, and over-delivering what we promise.

  • Pursue ExcellenceWe passionately do all things to honor Christ and to demonstrate the utmost hospitality. Quality permeates all that we do.

  • Act with IntegrityOur relationships are founded on honesty, trust, respect, and humility. Teamwork is punctuated by transparent communication and flexibility.

  • Practice and Advance StewardshipWe preserve our property and resources and optimize profitability, acknowledging the sacrificial gifts from churches and ministry partners that undergird us.

  • Interact with the guests by phone, in person, and by email to handle requests for events

  • Collect detailed information for the event

  • Provide accurate billing information

  • Ensure overall client satisfaction

  • Welcome all visitors of the Riley Center and provide information regarding room locations, conference information, and SWBTS campus information

  • Oversee meeting booking, cancellation, and postponement orders for clients

  • Plan and coordinate all activities to successfully execute meetings and conferences

  • Send confirmations to the proper departments

  • Determine participant counts and accordingly book right sized meeting rooms

  • Process all other additional requests such as room set-up, catering needs, and audio-visual device requirements

  • Obtain client feedback and make appropriate changes for improvements

  • Escalate complex booking issues to Director for immediate resolutions

  • Ensure that meeting rooms are set-up with requested amenities and audio-visual devices

  • Greet the participants and direct them to meeting room

  • Address new requests of hosts before and during meetings

  • Respond promptly to client calls and e-mails related to meeting set-up, catering, audio-visual, etc.

  • Perform regular inspection of meeting facility to ensure lighting, audio-visual equipment, and other amenities work properly

  • Perform other related duties as assigned and specific to area of responsibility

Skills / Requirements

  • Familiarity with Event Pro software not required but preferred

  • Conference coordinating experience not required but preferred

  • Excellent verbal and written communication skills

  • Maintain high-level of professionalism and competence with dealing with clients

  • Exhibit exemplary social skills and ensure considerate interactions with guests, staff, and other SWBTS departments

  • Must enjoy interacting with a diverse group of people from all backgrounds and age groups

  • Exhibit a humble, patient, and collaborative spirit in order to create a healthy and vibrant work culture for the staff team

  • Possess a strong work ethic and initiative

  • Ability to multi-task, pay attention to detail, and be a team player

  • Expectation to strive for personal and professional growth in leadership and general ministry effectiveness

  • Understand their respective roles and responsibilities in the event as an operation

Qualifications / Education:

  • High School Diploma or GED

  • Minimum of 2 years experience preferred, but not required

  • Successful completion of background check, MVR, and credit check may be required.

Supervision:

  • This position does not oversee other employees.

  • This position will report to the Director Office of Events Management.

Decision-Making Responsibilities:

  • Yes Making decisions on events

Exposure to Confidential Information

  • Yes

Physical Requirements

  • Physically able to sit and stand for long periods of time

  • Able to use computer and move about office to interact with other staff members

Keywords: Southwestern Baptist Theological Seminary, Fort Worth , Riley Center Conference Coordinator, Other , Fort Worth, Texas

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