About UMass Amherst
UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.
Job Summary
The Conference Coordinator/Registrar is responsible for performing a variety of functions and duties directly related to the coordination of conference programs and to the registration services provided by University Conference Services (UCS).
Essential Functions
- Advise clients on all aspects of University-provided goods and services. Coordinate conference activity for both on-campus and off-campus clients. Work with clients to plan the specific details of the conference. Plan and execute virtual events including creating and disseminating necessary links; assisting with setup, logistics, and trouble-shooting technical issues as they arise day-of; running training and practice sessions; compiling recording and attendance reports. Arrange and manage services within the Campus Center. Order all forms, materials and supplies needed for each conference. Provide on-site coverage during conference events, including nights and weekends. Ensure that contracted events and services are supplied in a timely and efficient manner. Resolve conference-related customer service issues and complaints.
- Interact and negotiate extensively with campus departments and off-campus vendors to acquire goods and services. Liaise between clients and both outside vendors and on-campus departments. Liaise between clients and all other Auxiliary Enterprises service providers, and disseminate all event information to appropriate staff in a timely manner.
- Establish and track deadlines for clients to submit details related to their event and input data as received. Enter data into Salesforce; track client deposit schedules; create event diagrams; create and update conference specific spreadsheets; and observe cancellation clauses and fees.
- Comprehensive knowledge of event spaces within the Campus Center/Student Union Complex and the Old Chapel, including room dimensions and layout, furniture inventory and measurements, standard room sets, room capacities, fire codes, electrical and Audio-Visual capabilities, and standard operating procedures.
- Stay current on catering menus, items, pricing, serving options, order minimums, additional charges, ingredient availability, liquor license regulations, and serving time limits for food safety. Knowledgeable about common food allergies and dietary restrictions and accommodating guests via our various food outlets.
- Attend interdepartmental meetings to communicate the needs of each upcoming event with various catering and facilities representatives.
- Responsible for tracking and billing all expenses charged to conference master accounts from both on-campus and off-campus providers. Arrange for payment of conference-related goods and services. Prepare an accurate financial statement of conference income and expenses at the conclusion of each program. Maintain current PCI/DSS Compliance training and understand billing for on-campus and off-campus clients. Maintain and report statistical and financial data for each conference. Maintain the electronic (Salesforce and Iris) and paper files for each conference.
- Familiar with the latest campus and area information as it pertains to conference programs, including on-campus parking options and rules; campus dining operations; campus buildings and spaces; hotel room, floor, and suite layouts and available amenities; residence halls and residential areas, including various room, floor, and suite layouts and available amenities; and area details related to transportation, medical facilities, restaurants, attractions, and proximity to campus. Generate event building signage, guest login credentials for the university wireless network, and parking passes for the campus parking garage as needed for each event.
- Knowledgeable about current state and local taxes and the necessary forms to receive tax-exempt status. Ensure that off-campus clients retain the proper liability insurance coverage for their events. Familiar with applicable campus, municipal, state, and federal laws and regulations, including those pertaining to alcohol, tobacco, fire safety and drills, crowd managers, unlawful noise, credit card processing over the university network, licensing of University of Massachusetts logos and trademarks, and posting of signage on University property.
- Submit Land Use Requests, Dig Safe Requests, Tent Permit Requests, Custodial Service Requests, Building Access Requests, Vehicle Access Requests, Outdoor Water, Electricity, and Waste Management Requests, Drone Use Permits, Event Safety Plans, Requests for Live Animals on Campus, and Food Waiver Requests to Facilities & Campus Services. Facilitate the procurement of indoor/outdoor event rentals, goods, and services as necessary, including soliciting quotes, vendor selection, and payment and delivery.
- Functionally supervise service providers to ensure the accuracy, quality, and timeliness of a product or service being delivered or provided to a conference. Serve as back up to coordinate registration for conferences: Work with clients to design conference registration forms; receive and process registration monies and forms; send confirmations and prepare conference folders for registered participants; handle on-site registration for conferences; prepare an accurate financial statement of registration monies received for conferences.
- Commitment to affirmative action and non-discrimination goals. Commitment to customer-focused quality services. Ability to welcome diverse populations and work with a range of clientele to provide exceptional service. Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
Other Functions
- Performs other duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Bachelor's degree, preferably in Hotel and Restaurant Administration, with two years of relevant work experience in the hospitality industry.
- Proficiency with Windows-based software required.
- Requires early morning, late evening, and weekend hours. May work during holidays and campus closures as necessary.
Physical Demands/Working Conditions
- Requires the ability to balance, carry, push, pull, stand, bend, climb, drive, reach, sit, twist, lift, travel to other campus and perform repetitive movements.
Additional Details
- Reports to the Sr. Conference Coordinator/Registrar.
- This position is designated as essential personnel
Work Schedule
- M-F 8:30A.M. – 5:00 P.M. Evening, nights, and weekends as needed.
Salary Information
PSU Level 26
PSU Hiring Ranges
Special Instructions to Applicants
Along with the application, please submit a resume, and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.