Summer Conference and Special Events Coordinator

SUMMER CONFERENCE & SPECIAL EVENT COORDINATOR

DEPT: AUXILIARY SERVICES

REG

TEMP

FULL TIME

PART TIME

STARTING RATE or SALARY RANGE $43,000 - $50,000

Employees being promoted to a higher classified position receive the minimum for the position or a pay rate adjustment of 8% whichever is greater.

All regular positions also entitle the employee to several benefits including health, dental, vision, life insurance, and retirement which is largely paid by New Mexico Tech for the employee and dependents.

INTERNAL POSTING THROUGH: 08/12/2025* CONSIDERATION WILL BE GIVEN FIRST TO TEMPORARY AND REGULAR TECH EMPLOYEES WHO APPLY WITHIN THE 7 DAY INTERNAL POSTING. APPLICATIONS RECEIVED AFTER THE 7 DAY POSTING MARGIN WILL BE CONSIDERED WITH OTHER OUTSIDE APPLICANTS.

JOB SUMMARY:

Under the direction of the Associate Director of Auxiliary Services, the Summer Conference & Special Event Coordinator will serve as the primary liaison for summer camps and conferences hosted by New Mexico Tech. In addition, this individual will serve as the special event coordinator for the Division of Student Life who will spearhead or serve on a variety of committees including but not limited to Commencement, Convocation, Orientation and Weeks of Welcome. The Summer Conference & Special Event Coordinator is responsible for the daily success of the ever expanding conference program which includes establishing working relationships with community partners as well as working alongside a team of coordinators to facilitate groups staying on campus throughout the summer. This position will also be responsible for preparing contracts, room assignments, and providing support to customers through the contract process. This position will require you to have great communication skills to ensure conference needs are met and prep for the wrap up of the conference. This position requires work hours outside of the standard work week, and on call duty.

JOBS FUNCTIONS:

Assist Associate Director of Auxiliary Services with preparing contracts and estimates, invoicing, room assignments and entering information into database systems. Provide support and guidance to customers through the contract process, including but not limited to, on-site building tours, email communications, and phone conversations. Assist with monitoring expenditures and income within the Summer Conferences account.

Be the primary point of contact once the conference group arrives on campus. You will see to it that each of the conference group organizers are aware of the locations of their meeting spaces, meals, as well as other campus resources available to them. Assist in acquainting group coordinators with New Mexico Tech's guidelines and policies, emergency procedures and campus layout.

Share the supervision of Conference Assistants with the Residential Life Coordinator. Oversee Conference Assistants and/or assist general preparation for assigned groups, including registration (check-in/out) duties as required, meet with groups during their designated meals times to help groups assimilate to campus dining, meeting facility preparation, residence hall room inspections, and reporting any and all maintenance needs, submitting work orders, preparation of conference key packets and distribution to individual conference groups, regular inventory of keys, and access cards, linens, furniture, and other conference materials. Prepare and submit requested check-list reports, closing reports, and inventories in a timely and professional manner.