Conferencing Coordinator

Campus Conferencing & Events Office

Job Description:

The Conferencing Coordinator for the Campus Conferencing & Events Office is responsible for managing, planning and coordinating the summer conference and outside rental operations for the Conferencing Office. This position reports directly to the Assistant Director of Conferencing and University Scheduling.

Essential Functions:

  • Manage all phases of the university’s Summer Conferencing program:
    • Determine operating policies and procedures for summer conference housing operations.
    • Supervise two to four student staff.
    • Coordinate with other on-campus departments to facilitate a smooth transition from Spring to Summer and Summer to Fall.
    • Schedule cleaning and setup of classrooms and meeting/common spaces.
    • Coordinate shared usage of classrooms, athletic fields, food services and other on-campus services.
    • Create all general information materials for conference guests (policies, rules,etc).
    • Negotiate contracts with external groups for facility and equipment rentals, housing, linens and food services.
  • Prepare and monitor budget recommendations for conferencing operation’s expenses under supervision of the Assistant Director of Conferencing and University Scheduling.
  • Prepare budget analysis and projections for conferencing program under the supervision of the Assistant Director of Conferencing and University Scheduling.
  • Proof invoices against contract for final billing.
  • Maintain financial reports that assist in developing annual budget.
  • Promote, arrange, and coordinate campus tours with regards to rentals.
  • Coordinate set ups and teardowns for all conference events.
  • Provide technical support for Conferencing events.
  • Learn and utilize scheduling software.
  • Aid University Scheduling Coordinator in scheduling university events as needed.
  • Help care and upkeep departmental resources such as sound equipment, tables, chairs, golf carts, etc.
  • Work closely with the University Scheduling Coordinator to meet or exceed the needs of our customers.
  • Serves as needed for Commencement ceremonies and new student welcome events.
  • Participate in university and department committees.
  • Identify risks to the organization within the department and discuss risk reduction options with immediate supervisor.
  • Perform other duties as assigned by the Assistant Director.

Minimum Qualifications:

  • Bachelor’s degree in business or related field or the equivalent combination of training and experience.
  • Three to five years’ experience in the conferencing field.
  • Knowledge of Campus residence hall facilities and summer conference operation policies and procedures.
  • Knowledge of accounting procedures and general bookkeeping.
  • Ability to communicate clearly, both orally and in writing.
  • Ability to relate well with students, faculty, other university offices and campus guests in a friendly and professional manner.
  • Ability to evaluate research and take necessary action to manage expenditures.
  • Ability to manage multiple projects simultaneously.
  • Ability to effectively supervise the work of others.
  • Excellent computer skills with a working knowledge of Microsoft Word, Excel, Outlook and QuickBooks preferred.
  • Knowledge and acceptance of principles and philosophies of Vanguard University.


Full-time position. Salary is commensurate with education and experience and includes a generous benefits package.

Application Procedure:

Applicant should submit a completed VUSC Application for Staff Employment and current resume. The application form can be downloaded from the web at All applications/resumes/materials must be submitted electronically via e-mail to: We are located at: Vanguard University of Southern California, 55 Fair Drive, Costa Mesa, CA 92626. Applications will be received until position is filled or until a sufficient number of applications are received. Vanguard University will conduct a background check on the final candidate.


VANGUARD UNIVERSITY OF SOUTHERN CALIFORNIA is a private, co-educational, comprehensive University of liberal arts and professional studies that believes its evangelical Christian community in the Pentecostal tradition offers a unique opportunity for academic achievement. Vanguard University embodies a Christ-centered, multicultural community serving approximately 2,200 students. Vanguard values and encourages qualified applicants who are diverse in gender, generation, ethnicity, race and/or ability, and seeks staff that will interact with the Vanguard community in a way that reflects a commitment to cultural proficiency. Where permitted by law and in relation to the school’s heritage and mission, Vanguard does exercise religious preference throughout the University.