State of Georgia Job Description



State of Georgia Job Description

|Job Title: Conference Coordinator (DTAE) | |

|Job Code: 11208 | |

|Last Update: 6/1/2002 | |

|Salary Plan: DTAE Support Staff Salary Plan (SUP) | |

|Pay Grade: 03 | |

Job Description, Responsibilities, Standards, and Qualifications

Job Description:

Under minimal supervision, schedules meetings, banquets and customized events in a conference center and/or lodge at a technical college or campus satellite. May plan, develop and implement a marketing program to advance the conference center/training facility. Maintains filing system, prepares billing invoices, makes deposits and maintains records. Ensures supplies are available to support activities. May perform light housekeeping duties. May coordinate and/or supervise the set up of dining and meeting rooms for special functions. Contacts sensitive or problem accounts and reviews problems with customers. Attends community functions and meetings and maintains institutional memberships. May supervise subordinate employees.

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Job Responsibilities & Performance Standards:

1. Schedules meetings, banquets and customized events in a conference center and/or training facility at a technical college or campus satellite. (Performed by all incumbents)

1. Ensures that conference and meeting arrangements are scheduled and confirmed with all parties involved in a timely manner prior to the conference convening.

2. Obtains arrangement specifications and adheres to them with a minimum of modifications.

3. Uses sound judgment in making decisions.

4. Consults with management before making significant alterations to specified arrangement requirements.

5. Works with caterers and restaurants in meeting culinary needs of scheduled groups.

6. Serves as point of contact for inquiries concerning conference facilities.

7. Ensures supervisor is apprised of scheduled events.

8. Arranges or assists with arranging special area attraction accommodations and/or requests for guests.

9. Prepares or assists in the preparation of audio/visual/computer equipment according to the needs of the group and ensures adequate meetings rooms are available.

2. Creates and maintains a performance environment characterized by positive leadership and a strong team orientation. (Performed by some incumbents)

1. Recruits and develops a team of highly qualified people who are jointly responsible for achieving the goals of the conference center/training facility.

2. Defines goals and/or required results to housekeeping, front desk or other personnel.

3. Communicates regularly with staff on progress toward defined goals and/or required results.

4. Provides accurate and timely information to staff in response to questions.

5. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.

3. Plans, develops and implements a marketing program to advance the conference center/lodge. (Performed by some incumbents)

1. Ensures that advertising and promotional materials related to public relations adheres to public relations formats and procedures.

2. Responds to any questions/concerns from potential conference groups or other requests from the public via mail, telephone, fax or in person in a timely and professional manner.

3. Maintains open communication and good relations with all group representatives and the general public.

4. Establishes appropriate fees and utilization policies approved by local Board; coordinates with other personnel.

4. Establishes a file for each group, consisting of information regarding group. i.e. size, type accommodations, groups contact's name, address, phone number, billing arrangements, conference and banquet space reserved, special set-up information, etc. Prepares billing invoices, makes deposits and maintains records. (Performed by all incumbents)

1. Prepares letters of confirmation and mails to group contact outlining the reservations, fees, etc. in a structured time frame and in a timely manner.

2. Identifies and monitors suspense dates for receipt of rooming list, final arrangements, and guarantees.

3. Maintains information on groups in a suspense file to assure needed information is received in a timely manner.

4. Accurately prepares billing invoices for conference center functions.

5. Prepares and makes deposits for cashier in a timely manner and maintains needed records of receipts and disbursements.

6. Responsible for the accurate handling of Continuing Education registration forms needed for training. Accurately maintains a ledger with accounts, dates billed, dates paid, etc. on each group master billed.

7. Responsible for the accurate handling of Continuing Education registration forms needed for training.

8. Conducts thorough follow-ups with customers to obtain feedback for continuous improvement.

5. Ensures supplies are available to support activities. Coordinates equipment installation or repairs. Maintains inventory records and performs property control functions. (Performed by all incumbents.)

1. Verifies availability of funds for purchases and makes appropriate purchases in accordance with applicable regulations, procedures and guidelines.

2. Maintains correct inventory of supplies and equipment.

3. Orders supplies and equipment in accordance with established procedures, and within budgetary provisions. Completes supply request forms in an accurate, legible and timely manner. Submits purchasing card log to appropriate personnel in a timely manner.

4. Maintains up-to-date inventory records and procedures for disbursement that ensures accountability.

5. Ensures proper repair and maintenance of equipment in anticipation of entity needs and according to applicable guidelines. Notifies supervisor in a timely manner of equipment and facilities needing repair or replacement.

6. Ensures new equipment is labeled according to guidelines. Regularly inventories equipment and properly accounts for equipment on record.

7. Maintains accurate contract and purchasing records with appropriate signatures and confirmations.

6. Maintains an orderly and sanitary facility by performing light housekeeping duties. (Performed by some incumbents)

1. Ensures that the conference center/lodge is maintained in a manner ready to utilize at all times. Maintains knowledge of housekeeping policies and practices; may participate in quality improvement efforts.

2. Ensures or assists in the cleaning of room/building surfaces, appliances, fixtures and furniture in designated areas.

3. Follows policies and procedures regarding client/consumer confidentiality and security. Completes assigned tasks with respect to client/consumer privacy, care and security.

4. Schedules housekeeping as needed to maintain appearance, laundry, and other services to customers utilizing cost effective measures and budget constraints.

5. Emphasizes, practices and enforces safe work habits.

7. Coordinates and/or supervises the set up of dining and meeting rooms for special functions. (Performed by some incumbents)

1. Arranges tables according to the needs of the guests/group.

2. Works with Technology staff to set up audio/visual/computer equipment according to the needs of the guests/group.

3. Greets guests/group courteously at the commencement of their function and/or while being served.

8. Contacts sensitive or problem accounts (i.e. irate customers, previously adjusted accounts, etc.). Reviews problems with customers and works to provide a resolution which meets both organizational and customer needs. Ensures completion of agreed upon charges, additions, etc. (Performed by all incumbents)

1. Applies effective problem solving techniques to obtain desired resolution.

2. Prepares resolution to complaint based on established policies and procedures.

3. Uses sound judgment in referring certain complex cases to the supervisor according to established procedures.

4. Contacts and obtains information from all parties involved in complaint in a timely manner.

5. Represents organization in a professional and courteous manner.

9. Maintains knowledge of current trends and developments in the field by attending in-service training, workshops, seminars and conferences and by reading professional literature in the related technical field. (Performed by all incumbents.)

1. Attends internal and external educational programs and professional meetings.

2. Reads professional literature and translates complex or technical information into a meaningful format that may be understood by others.

3. Attends on a regular basis community functions to promote the college.

4. Encourages groups/clubs to tour campus to promote use of conference center and campus classes.

5. Readily serves on committees as requested; maintains institutional memberships.

10. Displays a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior. (Performed by all incumbents)

1. Demonstrates eagerness to learn and assume responsibility; seeks out and accepts increased responsibility; displays a "can do" approach to work.

2. Shows persistence and seeks alternatives when obstacles arise; seeks alternative solutions; does things before being asked or forced to by events.

3. Works within the system in a resourceful manner to accomplish reasonable work goals; shows flexibility in response to process change and adapts to and accommodates new methods and procedures.

4. Accepts direction and feedback from supervisor and follows through appropriately.

5. Works when scheduled; begins and ends work as expected; calls in according to policy when arriving late for work or when absent; observes provisions of Fair Labor Standards Act; observes policies on break and lunch periods; uses work time appropriately.

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Minimum Qualifications:

Three years of work experience within the last seven years in marketing, public relations, planning meetings, conferences, and/or major training events, or hotel/restaurant management; knowledge of budgets, purchasing, and/or contracts; knowledge of a variety of audio-visual equipment; computer skills; excellent written and verbal communication skills and the ability to work flexible hours.

Preferred Qualifications:

In addition to minimum qualifications) Bachelor's degree from an accredited college or university in marketing, public relations, hotel/restaurant management or a closely related field. In addition to minimum qualifications) Bachelor's degree from an accredited college or university in marketing, public relations, hotel/restaurant management or a closely related field.

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|NOTE: |

|Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in |

|some job descriptions. |

| |

|The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required |

|of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the |

|core Responsibilities, Standards and Qualifications of that job. |

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