Conference Coordinator

University of Missouri (MU) Office of Extension and Engagement

MU Conference Office

MU TITLE: Educational Program Specialist

LOCATION: Columbia, Missouri

The University of Missouri (MU) Office of Extension and Engagement's distinct land-grant mission is to improve lives, communities, and economies by producing relevant, reliable, and responsive educational strategies throughout Missouri. Our dedicated and knowledgeable faculty and staff collaborate with researchers and community leaders to develop and deliver programs that address the needs of Missourians including: educational attainment; environmental concerns; community, economic, business and workforce development; global food systems; and health systems. For more information about MU Extension and Engagement, please visit https://extension.missouri.edu.

The MU Conference Office was established in 1963 to assist in the land grant mission of the University of Missouri by providing high-quality, professional, full-service meeting management for the delivery of noncredit educational programs, such as conferences, workshops, seminars and symposia (both in-person and virtual program delivery). The office's professional staff provides assistance to create the best learning environment for participants. These conferences provide networking opportunities for researchers and industry professionals to transfer knowledge with personal interaction for relationship-building experiences.

The Conference Coordinator is responsible for the independent development, planning and coordination of continuing education sponsored conferences, workshops, and events for MU Extension, University of Missouri and other contracted entities. This position meets with clients to review goals of event, target audience, marketing format, meeting dates, location and facility needs. Develops conference budget, establish registration fees, estimate all associated expenses. Prepare marketing pieces, solicit bids from suppliers, complete contracts, and initiate arrangements for all conference logistics. Prepare and monitor contracts for speakers, exhibitors, vendors, etc. Adheres to University policy and procedure regarding purchasing and payments. Serves as lead point of contact and conduct on-site management to maintain smooth operation of all aspects of conference coordination. Handles on-site emergencies, verify and monitor suppliers per contracted services.

Shared support supervision of (2) Conference Associates assigned to each conference. Communicates conference needs and oversees support functions to multiple office staff (graphic design, central registration developer, fiscal office). Supervise full-time staff assigned to provide on-site support at each conference. Evaluates effectives of support functions and recommends changes.

Responsible for total financial oversight of each individual conference (12-15+ annually). Includes: developing service contract outlining scope of work associated to individual specifications, and accompanying comprehensive event budget (detailing all revenue and expense) associated to the activity. Verify and reconcile all financials in PeopleSoft associated to individual conference MoCodes. Negotiate and approve contracts for vendors (campus and external entities) and oversee all deliverables to ensure requirements and are met and satisfactory to contract terms.

ESSENTIAL DUTIES

• Conference Coordinator serves as lead consultant on conference program delivery with subject matter experts (deans, faculty, staff organization leaders) promoting the value of conferences in bringing international, national and regional events to campus, or preferred location (domestic or international). Advises clients regarding continuing education program development and strategies to achieve the goals and outcomes for a positive learning experience for conference participants. (30%)
• Provide administrative direction in the implementation of conferences, setting guidelines, procedures and monitoring progress throughout each event. Oversee full-service planning for complex conferences (both in-person and virtual) to include: service contract and budget development, establish registration fees, estimate all associated expenses and determine disposition of anticipated balances. Oversee and communicate budget status throughout the planning and implementation of conference. Verify all contract deliverables and expenses, process requests for payment, finalize attendance reports, as well as detailed financial reports for each conference. Approve final conference balance and confirm distribution with client. PCI compliance required annually. (30%)
• Supervise direct support (conference associates) for conference support tasks - participant registration, payments, refunds, substitutions, attendance reports, CEUs, conference materials: schedules, handouts, name badges and final verification of income received per conference. Communicate internal service assignments for completion by unit staff: graphic design - print materials; audiovisual requirements (equipment and on-site technical assistance). (15%)
• Serve as lead point of contact and execute comprehensive event management to maintain smooth operation of all aspects of conference coordination: oversight of all contracted vendor and service deliverables; program delivery: presenters, multimedia (AV, mobile app, evaluation, attendance tracking, etc.), vendors and sponsors: booth/display, signage; participant management: registration, materials, special services/accommodations, guests/VIPS. Supervise all support staff required for on-site conference implementation. Handle on-site emergencies. (15%)
• Research scope of work for new business opportunities and prepare comprehensive educational program proposals, including service deliverables and associated cost for staff effort. Serves as consultant to other professional staff with facility/vendor RFPs and contracts. Attend office meetings, collaborate with unit staff on projects, procedure and enhancement review, participate in required training. Serve on committees and participate in the Campus Events Council. (10%)
• Conduct all activities in accordance with the Civil Rights Acts, Title IX, Rehabilitation, Americans with Disabilities Act and local, state and federal regulations.
• As with all positions, involvement with other duties and responsibilities may be expected in order to support the mission and purpose of MU Extension.

LEADERSHIP RECEIVED AND EXERCISED

Administrative supervision is received from the MU Conference Office Director. Shared support supervision of (2) Conference Associates assigned to each conference.

CORE ATTRIBUTES FOR MU EXTENSION FACULTY AND STAFF

Exhibit a high personal standard of excellence, be an effective team player, and demonstrate civility and respect for all.

Engage stakeholders and learners, maintain positive interpersonal relationships, and exhibit effective written and oral communication skills.

Operate with minimal guidance, and be a self-directed learner who is flexible and adaptable to changing environments.

UNIVERSITY INFORMATION

The University of Missouri, also known as Mizzou and MU, is the Flagship University of the four-campus University of Missouri system. It is the state's land-grant university and one of the most comprehensive universities in the United States. MU's broad undergraduate programs and its' graduate, professional and research programs attract annual enrollment of more than 30,000 students. MU is centrally located in Columbia, MO, which is consistently ranked as one of America's most livable cities. MU Extension programs are located on all four campuses and in 114 counties and St. Louis city.

Monday through Friday, 8:00 a.m. - 5:00 p.m.

Ability to travel and to work flexible hours including evenings and weekends is required to fulfill assigned responsibilities.

A Bachelor's degree or an equivalent combination of education and experience and at least 2 years of experience from which comparable knowledge and skills can be acquired is necessary.

Excellent communication skills, both oral and written; exceptional organizational and time management skills; operate with minimal guidance; adept at learning technology and advanced computer skills; able to delegate tasks to multiple support staff.

Must have valid driver's license, be able to travel and load and lift materials.

Preferred experience in meeting planning or hospitality industry.

Salary Range: $53,000.00 - $59,000.00 annual

Grade: GGS-9E

University Title: Educational Program Specialist

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Columbia offers small-town friendliness with big city features and a high quality of life for people of all ages and interests. Founded on education and known as an ideal college town, its location also makes it an attractive spot for businesses and travelers. Located on Interstate 70 and U.S. Highway 63, Columbia is right in the middle of the state and the nation. Just a couple hours' drive from St. Louis and Kansas City, Columbia is Boone County's largest population center offering big-city culture, activities, and resources with a low cost of living. Columbia is home to a variety of restaurants and entertainment venues and hosts more than a dozen festivals each year. If you want to grow your career, continue your education, raise a family, and retire, Columbia is a good place to be!

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.