Conferences and Noncredit Programs Meeting Planner
The meeting planner reports to the Director of Conferences and Noncredit Programs (CNCP) within Kansas State University Global Campus. The position is responsible for the development, planning, and facilitation of a wide variety of educational conferences, seminars, and noncredit programs offered by the College of Education and professional associations. Other coordination duties may be assigned as needed by the unit.
The position works in collaboration with representatives within K-State Global Campus, College of Education, professional associations, KSU Housing and Dining, K-State Student Union, Alumni Center, Parking Services, Division of Facilities, Catering Services, and other university units and departments to plan and implement successful events and programs. This position also professionally represents the university with national professional associations, convention and visitors’ bureaus, hotels, convention centers and other areas of hospitality.
This position is responsible for the fiscal management of multiple event accounts following State of Kansas accounting procedures including review and approval of all financial transactions for assigned accounts and initiation, review and approval of all financial reports for assigned events.
The position negotiates and prepares all contracts for assigned events following State of Kansas contractual requirements. Contracts may include but are not limited to hotels, convention centers, caterers, vendors and speakers.
In addition to program coordination, this position is tasked with developing new conferences and noncredit programs based on educational and workforce needs. Program development will be in partnership with appropriate subject matter experts.
This position represents K-State Global Campus on internal, university and national committees as requested.
Program Coordination and Facilitation – 40%
- Develops meeting goals and objectives in collaboration with event sponsors
- Maintains functional knowledge and is an advocate for and supports additional delivery methods for noncredit training (webinars and online training)
- Negotiates and prepares a variety of contracts (for example facilities, vendors, and speakers) according to State of Kansas protocols
- Produces and maintains time lines for multiple events
- Prepares and submits Requests for Proposals (RFP) to potential destinations, conducts site inspections and selects appropriate meeting venues
- Manages hotel room blocks
- Solicits bids and contracts with decorating/drayage companies
- Charts audio-visual needs and secures equipment for events
- Arranges for appropriate room sets to accommodate meeting objectives
- Plans food and beverages for events meeting the needs of all attendees including those with special dietary requirements
- Plans and implements services to accommodate attendees requiring special assistance
- Travels nationally to meetings and conferences to manage and execute on-site event logistics
Communications Development and Management – 20%
- Provides content and oversees marketing efforts for each event
- Manages registration preparations including proofing and revising registration forms, writing confirmation materials and pre-event instructions
- Develops detailed meeting specifications for proposal requests, hotel resumes and convention centers
- Prepares exhibit prospectus
- Facilitates collegial and professional relationships and planning meetings with event sponsors, program committees and hospitality providers
- Coordinates the creation and production of conference materials
- Develops and administers participant surveys; synthesizes results and makes recommendations to sponsor/committee
- Prepares accurate and informative post-event reports
Noncredit Program Development – 20%
- Monitors educational needs for assigned college/professional area, identifies growth opportunities and develops noncredit programs in collaboration with the director and coordinator for market research. Based on identified areas, works with subject matter experts to develop new programs
- Meets with faculty, department heads and unit leaders to promote the inclusion of conferences, webinars, and noncredit programs within grant proposals, as appropriate
Budget Development and Financial Management – 15%
- Maintains a broad knowledge of State of Kansas accounting procedures
- Develops event budgets and establishes registration fees to cover event expenses
- Reviews and explains event budget with event sponsors and clientele
- Reconciles event accounts monthly and forecasts event bottom line for program sponsors and clients
- Reviews financial reports for all events in portfolio, revises as necessary and presents to event sponsor
- Monitors coordination income for assigned events and assists in the preparation of quarterly and annual unit budget
- Meets quarterly with director to review financial status of programs and forecast income for fiscal year end
K-State Global Campus and University Responsibilities – 5%
- Participates on project teams as assigned to complete annual goals determined by K-State Global Campus Leadership
- Takes part in K-State Global Campus’ annual professional development process
- Contributes to unit monthly and annual reports
- Professionally represents K-State Global Campus on internal, university-wide and national committees as assigned
- Meets with university faculty and department heads to promote K-State Global Campus services
- Supervises a student assistant
- Bachelor’s degree. This position may use an educational equivalency as determined relevant by a hiring manager.
- Two (2) years’ experience in coordinating events for large and diverse audiences including contract negotiation, preparation of budgets and development of marketing and promotional materials
- Experience in conceptualization and development of new programs
- Proven record of organizational and project management skills
- Strong skills in time management, attention to detail, follow up, and follow-through
- Ability to travel out of the state of Kansas and work non-standard hours
- Ability to problem-solve and think creatively
- Proven record of managing multiple projects and priorities simultaneously and meeting established deadlines
- Exceptional attention to detail in written materials and financial aspects
- Ability to work in diverse and changing environments
- Strong interpersonal and teamwork skills
- Ability to work with minimum supervision and make independent decisions
- Exceptional customer service skills
- Excellent verbal and written communication skills
- Strong personal computer skills
- Master’s degree
- Five (5) years’ experience in event coordination for a variety of audiences
- National event-planning experience
- Work experience in higher education
- Familiarity with educational technologies
Appointment Conditions: Term 12-month appointment
Salary rate: $36,674-$56,845/annual $17.63-$27.33/hour
Please note: the minimum salary for this position is $36,674. Actual salary will be determined based on the candidate’s experience, education, internal equity and departmental funding. Salary offers are typically made between the minimum and midpoint of the salary range. The range indicated includes both the typical hiring range and potential future progression.
Submit your application and required materials via the Kansas State University K-State Jobs applicant portal. http://careers.k-state.edu/cw/en-us/job/502895/meeting-planner
Application materials should include:
- Cover letter addressing your qualifications and skills related to the position
- Resume or curriculum vita listing education and employment history
- Three professional references including name, address, phone number (mobile number if appropriate) and email address
Screening of applicants begins immediately and will continue until the position is filled. For best consideration, applications should be received by January 19, 2018.
Kansas State University is an equal opportunity employer of individuals with disabilities and protected veterans. Background check required. Kansas State University actively seeks diversity among its employees.
Applicants must be currently authorized to work in the United States at the time of employment.