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

Work Schedule: M-F, 8:00 am - 4:30 pm; Occasional
Weekends;work is performed on-site and in person.

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

1. Coordinate all logistical aspects of conferences and events,
including venues, catering, travel, accommodations, and audiovisual
needs

2. Develop and manage event timelines, budgets, and registration
processes

3. Liaise with speakers, sponsors, exhibitors, and vendors

4. Oversee on-site event operations and troubleshoot issues in real
time

5. Prepare event materials, agendas, and post-conference
reports

6. 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 of

1. Principles and best practices of conference and event
planning

2. Venue selection, contract negotiation, and vendor
management

3. Budget development, tracking, and reconciliation

4. Registration systems

5. Audiovisual, staging, and on-site technical requirements

6. Catering, travel coordination, and accommodation logistics

7. Health, safety, and risk management practices for events

8. Marketing and communication strategies related to events

9. Virtual and hybrid conference platforms

Skills

1. Strong organizational and project management skills

2. Excellent written and verbal communication skills

3. Time management and prioritization in fast-paced
environments

4. Budgeting and financial tracking skills

5. Vendor and stakeholder relationship management

6. Problem-solving and conflict-resolution skills

7. Attention to detail and quality control

8. Team collaboration and cross-functional coordination

9. Ability to prepare reports, schedules, and event
documentation

Abilities

1. Ability to manage multiple events and deadlines
simultaneously

2. Ability to work independently and make sound decisions that
align with the WSU Conference Office's vision and values.

3. Ability to adapt quickly to last-minute changes and unforeseen
issues

4. Ability to lead on-site event operations and manage staff

5. Ability to maintain professionalism under pressure

6. Ability to occasionally travel and work flexible hours,
including evenings and weekends

7. Ability to communicate effectively with diverse audiences

8. Ability to analyze event outcomes and recommend
improvements

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.