Department: Office of University Conferences

Campus Location: Wichita, KS - WSU Metroplex

Hire Type: Full Time

Pay: Range begins at $22.02 per hour

Work Schedule: M-F, 8:00 am - 4:30 pm; Occasional Weekends;work is performed on-site and in person.

Export Compliance Requirement: No export control requirement.

Job Story

We are seeking a highly organized and detail-oriented Conference Coordinator to plan, manage, and execute conferences, meetings, and large-scale events. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and has strong communication and vendor-management skills.

Job Summary

Manages events and projects with a high level of University impact. Develops, coordinates, and/or executes strategic event planning and implementation. Coordinates with campus and community stakeholders to facilitate effective presentation of programs or events.

Essential Functions

Performs public relations, sponsorship, hospitality, and/or project management for University events. Develops, coordinates, and/or implements all amenities, accommodations and/or production of materials and resources for events, as well as any associated contract negotiations. May assist or lead others in the execution or task deliverables. Develops, plans, and maintains events calendar and/or records, and ensures alignment with University objectives. Collaborates with senior leaders and/or affiliated stakeholders to ensure event success. May conduct post-event evaluations. Recommends and/or adheres to event budgets and/or maintains financial information.

Job Duties

1. Coordinate all logistical aspects of conferences and events, including venues, catering, travel, accommodations, and audiovisual needs

2. Develop and manage event timelines, budgets, and registration processes

3. Liaise with speakers, sponsors, exhibitors, and vendors

4. Oversee on-site event operations and troubleshoot issues in real time

5. Prepare event materials, agendas, and post-conference reports

6. Collaborate with marketing and communications teams to support event promotion

Required Education and Experience:

• High school diploma or equivalent
• Two (2) years of experience in office, event coordination or related field

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

Knowledge of

1. Principles and best practices of conference and event planning
2. Venue selection, contract negotiation, and vendor management
3. Budget development, tracking, and reconciliation
4. Registration systems
5. Audiovisual, staging, and on-site technical requirements
6. Catering, travel coordination, and accommodation logistics
7. Health, safety, and risk management practices for events
8. Marketing and communication strategies related to events
9. Virtual and hybrid conference platforms

Skills

1. Strong organizational and project management skills
2. Excellent written and verbal communication skills
3. Time management and prioritization in fast-paced environments
4. Budgeting and financial tracking skills
5. Vendor and stakeholder relationship management
6. Problem-solving and conflict-resolution skills
7. Attention to detail and quality control
8. Team collaboration and cross-functional coordination
9. Ability to prepare reports, schedules, and event documentation

Abilities

1. Ability to manage multiple events and deadlines simultaneously
2. Ability to work independently and make sound decisions that align with the WSU Conference Office's vision and values.
3. Ability to adapt quickly to last-minute changes and unforeseen issues
4. Ability to lead on-site event operations and manage staff
5. Ability to maintain professionalism under pressure
6. Ability to occasionally travel and work flexible hours, including evenings and weekends
7. Ability to communicate effectively with diverse audiences
8. Ability to analyze event outcomes and recommend improvements

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information. Ability to move, transport, and/or deliver items, supplies, or equipment. Ability to move or traverse across campus, within buildings and offices, and/or across external environments. Ability to travel in a vehicle for distances including but not limited to across city, county, and state.