Student Auxiliary Services (SAS) Conference Coordinator

Reporting to the Associate Director, Business Development and Conference Services, the Student Auxiliary Services (SAS) Conference Coordinator supports the planning, coordination, and execution of conferences, camps, meetings, and special events hosted by the University. This position collaborates with internal departments, external clients, and campus service partners to coordinate event logistics, manage facility reservations, and ensure operational readiness. The Conference Coordinator plays a vital role in delivering exceptional customer service by facilitating seamless event planning and execution, fostering positive client relationships, and contributing to the overall success of the University’s conference and auxiliary services programs.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Administrative & Operational Support

• ­Coordinate reservations for classrooms, meeting rooms, event spaces, dining facilities, catering services, parking, and summer housing.
• ­Utilize EMS (Event Management System) to manage space reservations and scheduling.
• ­Use StarRez to process and track summer housing requests and assignments.
• ­Maintain accurate records, calendars, and documentation related to events and housing.
• ­Coordinate with C&IT to ensure guest access to IT services.

Client & Customer Service

• ­Serve as a primary point of contact for inquiries from clients, campus partners, and external organizations.
• ­Provide timely, professional, and solutions-oriented responses to questions about availability, services, and event logistics.
• ­Support the Associate Director in building strong client relationships and ensuring a positive event experience.

Contracts & Financial Support

• ­Assist in drafting contracts, proposals, and cost estimates under the direction and approval of the Associate Director.
• ­Prepare supporting documentation such as event summaries, service orders, and billing details.

Event Coordination

• ­Help coordinate event logistics, including room setups, catering details, audiovisual needs, and housing assignments.
• ­Communicate event requirements to internal service providers such as dining, facilities, parking, and housing.
• ­Monitor event timelines and ensure all details are executed accurately.

Systems & Process Management

• ­Maintain proficiency in EMS and StarRez to ensure accurate data entry and reporting.
• ­Assist with process improvements, documentation updates, and workflow enhancements within Conference Services.

Performs other related duties as assigned.

Education Bachelor’s degree

• ­Bachelor’s degree from an accredited college or university.

Experience Experienced (minimum 2 years of job-related experience)

• ­Experience in event planning, hospitality, higher education, or conference services.
• ­Experience with scheduling or reservation systems; familiarity with EMS and StarRez preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• ­Strong organizational and multitasking skills with high attention to detail.
• ­Excellent written and verbal communication abilities.
• ­Customer-service mindset with the ability to respond professionally and effectively to diverse stakeholders.
• ­Ability to work both independently and collaboratively in a fast-paced environment.
• ­Comfort working with contracts, estimates, and administrative documentation.
• ­Demonstrates professionalism, reliability, and a commitment to high-quality service.
• ­Adapts to changing priorities and handles multiple projects simultaneously.
• ­Maintains confidentiality and exercises sound judgment in all interactions.

• ­Office-based with frequent movement between campus facilities.
• ­Evening and weekend work required during peak seasons and major events.
• ­Ability to lift up to 50 pounds for event related tasks.
• ­May have reporting obligations under Title IX and Clery.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.