Conferencing Coordinator

Auxiliary Services Office

Position Description:

The Conferencing Coordinator is responsible for managing, planning and coordinating the summer conference and outside rental operations for Auxiliary Services. This position reports directly to the Director of Auxiliary Services 

Essential Functions:

  • Manage all phases of the university’s Summer Conferencing program:
    • Determine operating policies and procedures for summer conference housing operations.
    • Supervise four to seven student staff.
    • Coordinate with other on-campus departments to facilitate a smooth transition from Student Housing to Summer Conferencing
    • Schedule cleaning and setup of dormitories, classrooms and meeting 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.
    • Coordinate with Residence Life and Facility Services, the transition from Summer Conferencing to Student Housing at the end of the summer
  • Prepare and monitor budget recommendations for conferencing operation’s expenses.
  • Prepare budget analysis and projections for conferencing program.
  • Proof invoices against contract for final billing.
  • Maintain financial reports that assist in developing annual budget.
  • Create a variety of reports for budgeting and financial Management.
  • Promote, arrange and coordinate campus tours with regards to rentals.
  • Coordinate set ups and teardowns for all conference events.
  • Manage care and upkeep of the event relations resources such as sound equipment, tables, chairs, golf carts, etc.
  • Work closely with the Scheduling and Event Services Coordinator to meet or exceed the needs of our customers.
  • Participate in university and department committees.
  • Perform other duties as assigned by the Director of Auxiliary Services.   

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 exempt 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 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.