Department Assistant- Conference & Event Coordinator (6 month project)

Trinity University
United States, Texas, San Antonio
1 Trinity Place (Show on map)
Mar 21, 2025
Job Family Group: Staff Department/Office: Conferences and Auxiliary Services (Bruce Bravo) Time Type: Full time Compensation: $17.00-$21.17 Please note, starting salaries are based on factors including internal equity, relevant experience, and education. Exemption Status: United States of America (Non-Exempt) Job Description: This 6 month project oversees all logistical and administrative aspects for Summer Conferences and Special Programs, including execution, submitting proposals, generating contracts, and agreements. Essential duties, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations may be made as required. Requirements are representative of minimum levels of knowledge, skills, and/or abilities. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following: Job Duties Maintains and executes summer conference and special programs. Creates and signs Facility Use Agreements for external clients. Creates a student employee schedule. Schedules weekly open/close meetings with stakeholders to include TUPD, and Tiger Card office. Shares and maintains Mabee Dining Schedule document with meal times and guest counts. Creates and updates Run of Show for all summer conferences. Updates and verifies per conference the Facilities List for Summer. Inputs all catering events into Catertrax. Submits all resources to resource providers via t-space and follows up with in person meetings with EDS team. Coordinates all set up and registrations. ADDITIONAL DUTIES Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies. Complies with all Trinity University policies and guidelines. Performs other duties as required. EDUCATION Required: Bachelor's degree from an accredited institution. Preferred: Master's degree from an accredited institution. EXPERIENCE Required: 0 years of experience. Preferred: Experience in Microsoft Excel, Google Sheets, 25Live, and Catertrax. Event planning, managing Customer/client relationships, registration of large groups, and coordinating staff in a remote environment. KNOWLEDGE, SKILLS, AND ABILITIES Required: Knowledge of contractual language. Knowledge of catering & food service planning, protocol & trends. Knowledge of marketing strategies, processes, and available resources. Knowledge of higher education protocol. Ability to interpret and implement policies and procedures established at the University. Interpersonal skills, including the ability to analyze, solve problems, and communicate effectively. Ability to examine and re-engineer operations and/or procedures. Excellent skills in time management and priority setting. Ability to work frequent evening and weekend hours. LICENSES/CERTIFICATIONS None OTHER REQUIREMENTS All jobs require a current Criminal Background Check (CBC). Ability to work frequent evening and weekend hours. SUPERVISORY RESPONSIBILITIES None NUMBER OF DIRECT REPORTS None NUMBER OF INDIRECT REPORTS None SUPERVISION RECEIVED Specific and general instruction from supervisor, either verbally or in writing. Operates independently for most routine matters. INTERACTION Works alone Works with other employees Customer contact COMPUTER SOFTWARE Proficient in Office Suite Software. Microsoft Excel Microsoft Windows Microsoft Word EQUIPMENT None SECURITY SENSITIVE Each member of the faculty, staff and student body is responsible for carrying out campus regulations, procedures and practices and shall comply with federal, state and local laws related to security matters while on the campus or in the course of representing or conducting University activities. ATTENDANCE STANDARD Maintaining and satisfying minimum attendance requirements are an essential requirement of this position, including working all full-time regular hours as established by the supervisor in addition to any scheduled or emergency overtime. INTERNAL CONTROLS Applies to Supervisors (and above) and/or anyone with financial responsibilities. Within the scope of position duties, responsible for seeing that operations are effective and efficient, assets are safeguarded, reliable financial data is maintained, and applicable laws, regulations, policies, and procedures are complied with. DECISION MAKING Works where procedures are of varied or diversified nature. BUDGET RESPONSIBILITY Monitors budget activities but no responsibility for budget and expenditure authority. FINANCIAL RESPONSIBILITY Over $1,000,000 to $2,500,000? PHYSICAL REQUIREMENTS Bending Carrying Driving Grasping Handling Hearing Kneeling Reacting Reading Standing Sitting Stooping Talking Turning Twisting Using both feet Using both hands Walking Writing Lifting/carrying up to 25 pounds. Consistently moving between locations on campus in all weather conditions, including walking long distances, and working outdoors during an event. ENVIRONMENTAL CONDITIONS General office environment Outdoors Extreme heat CHEMICAL EXPOSURE None