Conference and Events Coordinator

Serve as a primary contact for conference, event, and guest suite clients from inquiry through program completion. Coordinate reservations, planning meetings, site visits, event/conference/guest suite logistics, and communication with campus partners. Ensure exceptional customer service, resolve client concerns, maintain accurate event records, and collect post-event assessments to support continuous improvement.Coordinate conference and long-term housing operations, including check-in/check-out processes, occupancy management, and facility readiness. Collaborate with Residence Life, Facilities, Human Resources, Business Services and Building Services to ensure spaces meet university standards. Monitor occupancy trends, conduct facility inspections, and support summer conference operations. Ensure compliance with university policies, maintain conference and event equipment inventory, and participate in an on-call rotation during the summer conference season (MayAugust) to respond to operational emergencies, guest concerns, and crisis management for conference and guest housing operations.Coordinate logistics for events during the academic year (AugustMay). Manage event timelines, room setups, audiovisual coordination, equipment inventory, and communication with campus partners to ensure successful event execution. Support event reservations and maintain accurate records within conference and event management systems.Assist with budget tracking, billing, reconciliation, and financial reporting for conference, event, and housing operations. Coordinate invoice documentation, resolve billing discrepancies with Business Services, support occupancy forecasting, and ensure financial records are reconciled and completed by fiscal year deadlines.Supervise student workers and assist with recruiting and training Longhorn Hospitality staff. Develop training and transition manuals to support event and conference operations. Lead team meetings and conduct one-on-one sessions with student staff to provide guidance, feedback, and support. Train student staff in effective software usage and proper event execution.Support marketing initiatives that promote conference services, guest housing, and event spaces. Conduct client tours, assist with promotional materials, identify new business opportunities, benchmark industry best practices, and analyze client feedback to enhance services and increase revenue.Support departmental operational initiatives and continuous process improvements. Drive UT vehicle. Perform other duties as assigned.