Events Manager

Department: Office of University Conferences

Campus Location: Wichita, KS - WSU Metroplex

Hire Type: Full Time

Pay: Range begins at $22.02 per hour and is commensurate with experience

Work Schedule: M-F, 8:00 am - 5:00 pm, Occasional evening and weekends

Export Compliance Requirement: No export control requirement.

Job Story

We are seeking a highly organized and detail-oriented Conference Coordinator to plan, manage, and execute conferences, meetings, and large-scale events. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and has strong communication and vendor-management skills.

Job Summary

Manages events and projects with a high level of University impact. Develops, coordinates, and/or executes strategic event planning and implementation. Coordinates with campus and community stakeholders to facilitate effective presentation of programs or events.

Essential Functions

Performs public relations, sponsorship, hospitality, and/or project management for University events. Develops, coordinates, and/or implements all amenities, accommodations and/or production of materials and resources for events, as well as any associated contract negotiations. May assist or lead others in the execution or task deliverables. Develops, plans, and maintains events calendar and/or records, and ensures alignment with University objectives. Collaborates with senior leaders and/or affiliated stakeholders to ensure event success. May conduct post-event evaluations. Recommends and/or adheres to event budgets and/or maintains financial information.

Job Duties

Coordinate all logistical aspects of conferences and events, including venues, catering, travel, accommodations, and audiovisual needs
Develop and manage event timelines, budgets, and registration processes
Liaise with speakers, sponsors, exhibitors, and vendors
Oversee on-site event operations and troubleshoot issues in real time
Prepare event materials, agendas, and post-conference reports
Collaborate with marketing and communications teams to support event promotion

Required Education and Experience:

High school diploma or equivalent
Two (2) years of experience in office, event coordination or related field

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

Knowledge:

Principles and best practices of conference and event planning
Venue selection, contract negotiation, and vendor management
Budget development, tracking, and reconciliation
Registration systems
Audiovisual, staging, and on-site technical requirements
Catering, travel coordination, and accommodation logistics
Health, safety, and risk management practices for events
Marketing and communication strategies related to events
Virtual and hybrid conference platforms

Skills:

Strong organizational and project management skills
Excellent written and verbal communication skills
Time management and prioritization in fast-paced environments
Budgeting and financial tracking skills
Vendor and stakeholder relationship management
Problem-solving and conflict-resolution skills
Attention to detail and quality control
Team collaboration and cross-functional coordination

Abilities:

Ability to prepare reports, schedules, and event documentation
Ability to manage multiple events and deadlines simultaneously
Ability to work independently and make sound decisions that align with the WSU Conference Office's vision and values.
Ability to adapt quickly to last-minute changes and unforeseen issues
Ability to lead on-site event operations and manage staff
Ability to maintain professionalism under pressure
Ability to occasionally travel and work flexible hours, including evenings and weekends
Ability to communicate effectively with diverse audiences
Ability to analyze event outcomes and recommend improvements

Preferred Qualifications:

Bachelor's Degree
4 years in the event coordination field

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information. Ability to move, transport, and/or deliver items, supplies, or equipment. Ability to move or traverse across campus, within buildings and offices, and/or across external environments. Ability to travel in a vehicle for distances including but not limited to across city, county, and state.

Additional Physical Requirement:

Light Work: Exerting up to 20 pounds of force occasionally and/or negligible amount of force to constantly move objects. Light work involves remaining stationary most of the time.