Conference Services Coordinator

Be The Difference Begins with Great People.

Are you looking for a new opportunity where you can make the difference in the lives of students and faculty? We’re always looking for highly talented individuals to join our team – people who think big, care deeply, and believe in being the difference in their work and community.

We prioritize student success, access to education, and service in our work to educate well-rounded servant leaders who transform their fields, our society and the world. Our Catholic, Jesuit approach emphasizes student engagement with the world around them and formation of the heart and mind.

We believe in our mission: The search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others. These core values guide our relationships with our students, each other, and our community.

Marquette University offers a rich and competitive Total Rewards package including medical, dental, vision, 403(b) with up to 8% university match, generous time off package, and tuition benefits for employees, spouses, and dependents with no payback requirement! For more information, please view our Total Rewards guide.

This is your next opportunity to join an organization that invests in their employees’ career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion.

The Conference Services Coordinator is responsible for coordinating and executing comprehensive planning, administrative and billing services for the summer conferences, camps and other programs that utilize Marquette’s residential facilities along with campus dining and associated guest hospitality services. Acts as a liaison to establish and maintain positive, service-oriented relationships with campus administrators, departmental planners, internal service providers, community partners, group leaders, and individual guests through effective, accurate, timely, and reliable communication and action. Reports to and provides administrative support to the Director of Conference Services within the Division of Student Affairs.

1. Coordinate administrative and logistical details associated with the pre- and post-arrival rooms reservation process, on-site check-in/check-out procedures, securing of campus dining services, parking services, meeting space and other guest amenity provisions.

2. Utilize Conference Programmer/Iris Coordinator software to effectively manage guest reservations and revisions, rooming assignments, name badge preparation, billing, and revenue tracking processes.

3. Assist with preparing bid proposals, housing contracts and invoices, and maintain spreadsheets to monitor timely receipt of completed agreements and payment collections related to the guest housing program.

4. Respond to all forms of communication including phone, email and website inquiries from potential clients and maintain a record of all prospects.

5. Maintain communication with conference, camp, and program leaders to gather housing, dining, parking, and meeting space details, share housing expectations and procedures, retrieve required documentation, follow up on group/guest concerns, evaluate provided guest services and foster ongoing client relationships.

6. Process credit cards, checks and payment transfers related to internal and external guest housing stays.

7. Maintain appropriate computer databases, forms, and departmental files to document and provide reliable information related to group and individual bookings associated with the conference services operation.

8. Assist with the applicant interviewing, selection and pre-arrival preparation processes for the conference services summer assistant and student staff.

9. Develop and implement training materials for the conference services summer assistant, summer crew and hall desk receptionists.

10. Prepare and disseminate communication updates to Facilities, Planning and Management, Residence Life, dining services, recreation facilities and summer crew leads.

11. Assist with the generation and dissemination of marketing and outreach materials.

High school diploma

Minimum two years’ experience working in a university conference services office setting with responsibilities focused on aspects of coordination and implementation strongly desired.

Experience planning, organizing, facilitating, and coordinating the housing component of conferences, camps and other overnight programs held on a university campus.

Must possess excellent verbal and written communication skills as well as interpersonal skills with an emphasis on professionalism, customer service and administrative ability.

Must be organized, self-motivated and detail-oriented with an ability to set priorities, manage resources, and meet deadlines while completing multiple projects and diverse tasks simultaneously.

Excellent computer proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint) and knowledge of or ability to learn Conference Programmer/Iris Coordinator software.

Comfortable motivating and providing direction for student staff.

Ability to utilize phone, email, voice mail, Outlook calendar and other means of communication to correspond effectively and efficiently.

Ability to multi-task, work under pressure and meet deadlines.

Ability to exercise judgment, diplomacy, and discretion in explaining the policies and procedures relative to campus housing, meeting, dining, and other guest services.

Ability to work independently or collaboratively and make decisions in accordance with established policies and procedures.

Must be present for summer residential group arrivals and departures as needed.

Will require some availability for summer weeknight and weekend rotation.

Bachelor’s degree. Preference will be given to degrees in business, hotel management, hospitality or tourism management, event management and planning or related field.

Passion for the hospitality services and event planning industries.

Working knowledge of a university residential setting operation.

Proficiency with Conference Programmer/Iris Coordinator software.

Ability to balance multiple priorities and accomplish assignments with minimal supervision.

Ability to establish and nurture relationships with key campus service providers.

It is the policy of Marquette University to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.

Required Documents Optional Documents