Reporting to the Business Services Manager, the Conference Services Coordinator will provide specialized administrative and event support services for the Conference Services Department within the Office of the Chief Financial Officer (OCFO). Responsibilities include independent management, planning and oversight of moderately complex operational and administrative tasks. In this position you will interact with personnel at all levels within and outside the division; have a broad knowledge of Conference Services department and division practices, techniques and compliance issues as well as applicable Controller's Office practices. This position works without specific instructions and prescribed procedures while ensuring the day-to-day office management of the department and providing solutions to administrative problems of moderate complexity.
What You Will Do:
Review and triage incoming correspondence and inquiries to determine significance and coordinate appropriate responses. Compose correspondence and send out communication emails under the team's signature to both internal and external recipients.
Responsible for event-related registration websites primarily using the CVENT web registration platform. Support Divisions with registration methods, set-up and testing of registration sites, daily management, reporting, refunds, cancellations and close-outs. Ensure timely payment and reconciliation of division charges.
Responsible for CVENT meeting request management through evaluating requests and determining next steps. Also responsible for new requester set up and modification.
Oversee preparation of materials and supplies for events, including printing and assembly of conference name tags, Conference Services supplies and storage, requests for equipment check-out and maintain overall quality control of materials and supplies.
Support Conference Accounting processes by tracking and monitoring event related funds deposits, payments and registration resource adjustments
Coordinate the collection of required information for Department of Energy (DOE) reporting actuals process.
Implement administrative and office procedures for Conference Services. Participate actively in quality, process improvement and reengineering efforts (e.g. electronic file management system; internal and external communications, tools and databases, distribution lists, directories, and website).
Prepare and/or coordinate preparation of presentations, reports, performance data and other material in support of the team's activities and meetings. Review documents prepared by others to ensure they are error-free, subject matter is presented clearly and concisely, formatting is consistent throughout documents and conforms to OCFO and Laboratory branding.
Limited travel for some events.