Conference and Event Manager, Athletic Camps Coordinator Department: Conference & Event Services - 201240 Minimum Qualifications
Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions. License/Certification Required Essential Job Functions Who we are: The Office of Conference and Event Services (CES) offers the university and external communities a single office to provide program administration, logistical coordination and full program, meeting, youth camp, and conference development. CES is also responsible for the implementation of regional non-credit continuing education courses offered by the university on a year-round basis. CES serves as the centralized coordinator for non-credit, CEU and credit programs offered through University departments without ordinary limitations with regard to group size, facilities used, or age of participants.
The Conference and Events Manager/Sports Camp Coordinator plays a pivotal role in the Office of Conference and Event Services at Appalachian State University. This position combines the strategic planning and execution of various conferences and events hosted by the university with the coordination and management of sports camps organized by the university's athletics coaches and external organizations. The successful candidate will be responsible for overseeing all aspects of planning, organizing, and executing conferences, events, and sports camps to ensure they meet the highest standards of quality and professionalism. You will succeed in this position if you: Have proven success as an event planner or coordinator. Have strong interpersonal and communication skills. Have experience in maintaining and building collaborative business partnerships. Have excellent organizational skills, including multitasking, time management, and meticulous attention to detail. Are committed to providing a welcoming and safe environment for all visiting University property or participating in University programs. Are available to work in a flexible schedule that requires some evenings, weekends, and designated holidays.
You will have the opportunity to: Conference and Event Management : Plan, coordinate, and execute a wide range of conferences, seminars, workshops, and other events hosted by the university and external organizations. Collaborate with internal stakeholders, including academic departments, administrative units, and student organizations, to determine event objectives, themes, and requirements. Facilitate the registration process for participants, including online registration platforms, payment processing, and participant communication. Manage event budgets, including cost estimation, expense tracking, and financial reconciliation. Secure venues, catering services, audiovisual equipment, and other event logistics as necessary. Develop comprehensive event timelines and production schedules, ensuring all tasks are completed on time and within budget. Coordinate with external vendors, contractors, and service providers to fulfill event requirements. Supervise event staff, including student workers and temporary employees, to ensure smooth event operations. Evaluate event success and effectiveness through post-event surveys, feedback analysis, and key performance indicators. Sports Camp Coordination: Serve as the primary point of contact for coordinating sports camps organized by the university's athletic coaches and external, third-party organizations. Liaise with coaches, camp administrators, athletic trainers, and camp instructors to determine camp schedules, activities, and logistical requirements. Arrange accommodations, meals, transportation, and other amenities for camp attendees and staff. Ensure compliance with safety regulations, risk management protocols, and university policies throughout sports camps. If applicable, assist in marketing and promoting sports camps to target audiences, including prospective participants and their families. Coordinate with campus facilities and grounds maintenance teams to prepare sports facilities and outdoor spaces for camp activities. Provide on-site support during sports camps to address any issues or emergencies that may arise.
Note: This position has a commitment to and compliance with the University's and Department of Athletics policies and procedures as well as the Sun Belt Conference and NCAA constitutions, bylaws, legislation, and regulations. Knowledge, Skills, & Abilities Required for this Position Strong Organizational Skills: The ability to effectively manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment is essential. Excellent Communication Skills: Clear and concise communication is necessary for collaborating with internal stakeholders, external vendors, and event participants. Customer Service Orientation: A commitment to delivering exceptional service to all stakeholders, including event attendees, participants, and university staff, is paramount. Financial Management: Proficiency in budgeting, financial analysis, and cost estimation is required to manage event budgets effectively. Event Management Software: Experience with event management software and registration platforms is preferred to streamline event planning and coordination processes. Flexibility and Adaptability: The ability to adjust to changing priorities, work schedules, and event requirements is necessary, including availability to work evenings, weekends, and irregular hours during peak event seasons. Master's Degree (Preferred): While a Bachelor's degree is required, a Master's degree in hospitality management, event planning, sports administration, or a related field is preferred for this position. Knowledge of NCAA Regulations (Preferred): Familiarity with NCAA rules and regulations is advantageous for coordinating sports camps and ensuring compliance with relevant guidelines. Preferred Qualifications Bachelor's degree in hospitality management, event planning, sports administration, or a related field (Master's degree preferred). Minimum of 2 years of experience in conference and event management, preferably in a higher education setting. Demonstrated experience in coordinating sports camps, special events, or similar programs. Strong organizational skills with the ability to manage multiple projects simultaneously. Excellent communication and interpersonal skills, with a customer service-oriented approach. Proficiency in event management software, registration platforms, and Microsoft Office suite. Knowledge of budgeting, financial analysis, and contract negotiation. Flexibility to work evenings, weekends, and irregular hours as needed during peak event seasons. Familiarity with NCAA rules and regulations concerning camps and clinics (preferred). Work Schedule/Hours: Monday through Friday – 8 a.m. to 5 p.m. daily, with occasional evenings and weekend work, especially in the summer months when the daily work hours will exceed the 8 hour work day.
Anticipated Hiring Range: $43,647 - $57,069
Closing Date: 5/26/2024 To apply, visit
Appalachian State University is an Affirmative Action/Equal Opportunity Employer. The University does not discriminate in access to its educational programs and activities, or with respect to hiring or the terms and conditions of employment, on the basis of race, color, national origin, religion, sex, gender identity and expression, political affiliation, age, disability, veteran status, genetic information or sexual orientation.
