Summer Conference and Special Events Coordinator

$43,000 - $50,000/Yr

New Mexico Tech - Socorro, NM

Full-time - Entry Level

Socorro, NM

Educational Services

About the position

The Summer Conference & Special Event Coordinator at New Mexico Tech is responsible for managing summer camps and conferences, serving as the primary liaison for these events. This role involves coordinating special events for the Division of Student Life, including major ceremonies and orientation activities. The coordinator will ensure the success of the conference program by establishing relationships with community partners and working with a team to facilitate on-campus stays during the summer. The position requires excellent communication skills and the ability to work outside standard hours, particularly during peak summer months.

Responsibilities

• Assist the Associate Director of Auxiliary Services with preparing contracts, estimates, invoicing, room assignments, and entering information into database systems.
• Provide support and guidance to customers through the contract process, including on-site building tours, email communications, and phone conversations.
• Monitor expenditures and income within the Summer Conferences account.
• Act as the primary point of contact for conference groups upon their arrival on campus, ensuring they are informed about meeting spaces, meals, and campus resources.
• Supervise Conference Assistants alongside the Residential Life Coordinator, overseeing general preparation for assigned groups, including registration duties and meal coordination.
• Conduct residence hall room inspections and report maintenance needs, submitting work orders as necessary.
• Prepare and distribute conference key packets and maintain an inventory of keys, access cards, linens, and other materials.
• Prepare and submit requested check-list reports, closing reports, and inventories in a timely manner.

Requirements

• Strong communication skills to effectively liaise with conference groups and internal teams.
• Experience in event planning or coordination, particularly in a higher education or similar environment.
• Ability to work flexible hours, including evenings and weekends, especially during peak summer months.
• Proficiency in database management and financial monitoring.

Nice-to-haves

• Experience with contract management and customer service in an event setting.
• Familiarity with New Mexico Tech's policies and procedures.

Benefits

• Health insurance coverage for employees and dependents.
• Dental insurance coverage for employees and dependents.
• Vision insurance coverage for employees and dependents.
• Life insurance coverage for employees.
• Retirement benefits largely paid by New Mexico Tech.