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Classification Description

Employees Human Resources - Classification Compensation

Classification Description

This is a description of a staff position at the University of Wyoming, not a job opening announcement. Current job openings can be found at the Prospective Employees page. The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities required.

Coordinator, Conferences & Marketing

Reports to: Designated Supervisor

UW Job Code: 3730

UW Job Family: 32

SOC Code: 13-1121

Pay Grade: 19

Date: July 01, 2004

Job Purpose:

Coordinates and manages the activities, functions, catering, and records for conferences, programs or events for designated area; develops, coordinates or revises marketing campaigns; monitors budget and expenditures for assigned area; assists with budget planning, purchasing, and inventory needs of the assigned area; assists with special projects, as assigned.

Minimum Qualifications


Bachelor's Degree in related field


2 years work-related experience

Required Licensure, Certification, Registration, or Other Requirements:


Knowledge, Skills, and Abilities

Knowledge of:

  • The hospitality industry and conference/catering operations at similar institutions.
  • Contract documents and specifications.
  • Program/event/conference requirements including room assignments, registration, and special equipment or other setups.
  • Catering menu development and promotion.
  • Cost analysis techniques.
  • Conference/event facilities, technology, and equipment.
  • Customer service standards and procedures.
  • Hotel or summer residence hall operations including check in/checkout procedures, building security, and custodial operations.
  • Meeting and event planning principles, requirements, procedures, and available resources.
  • Catering facilities and equipment requirements for a range of event sites.
  • Computer spreadsheets and other related applications.
  • Space allocation practices.
  • Procurement rules and regulations.
  • Public institution purchasing principles, procedures, regulations, and standards

Skills and Abilities to:

  • Coordinate multiple components of catering/conferences/events/programs including equipment, space, set-ups, and labor.
  • Work with a variety of clients to ascertain and meet a variety of needs.
  • Recommend fee structure or contract changes based on program/event funding requirements.
  • Work events at night and/or weekends.
  • Effectively negotiate.
  • Manage multiple projects with different deadlines.
  • Select, train, schedule, and motivate student staff, including organizing, prioritizing, and scheduling work assignments.
  • Develop event budges, track expenditures and revenues, and assist with developing the unit budget.
  • Promote and market services.
  • Assess program needs.
  • Work effectively with diverse populations.
  • Interpret, adapt, and apply guidelines and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Plan and implement programming.
  • Assess training and in-service needs in area of specialty, and to provide consultation and arrange/facilitate training and seminars.
  • Communicate effectively, both orally and in writing.
  • Foster a cooperative work environment. 

Characteristic Duties and Responsibilities

Essential Functions:

Coordinates and manages activities, functions, catering, and records for conferences, programs or events for designated area.

Evaluates and assess program/event/catering/conference needs; markets assigned programs/events/catering/services including writing publications, brochures, flyers, correspondence, grant proposals, or contracts/agreements, as directed; schedules calendars and creates invoices for clients.

Facilitates program/event needs including room reservations and event setups; develops and delivers rate quotes for provided services; ensures appropriate protocol followed when booking events.

Monitors budget and expenditures for assigned areas; assists with budget planning, purchasing, and inventory needs for assigned areas.

Some positions may design and implement training programs for staff and schedule student staff for events and instruct and train as needed.

Some positions may attend events to ensure on-site full-time presence, and to coordinate event activities.

Supplemental Functions:

Assists in development or revision of policies, procedures, guidelines or associated documents within assigned areas, as directed.

Assists supervisor in developing conferences and hospitality budgets and proposed fees.

Assists supervisor with coordinating assessment, and with developing plans, goals, and strategies for requisite units.

Provide assistance on special projects, as directed.

Working Conditions:

Standard office environment; some positions may have frequent exposure to food service preparation and catering locations; some positions may occasionally operate food service equipment

Authorized by Classification/Compensation, Human Resources

Employees may be requested to perform job-related tasks other than those specifically presented in this description. Participating in the University's hazardous waste minimization program is part of the job of each employee who uses (or may come in contact with) hazardous materials. Fair Labor Standards Act (exempt/non-exempt) is designated by position. University of Wyoming actively supports Americans with Disabilities Act and will consider reasonable accommodations.

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