Conference Coordinator - Military veterans preferred

Conference Coordinator

The Chemical and Petroleum Engineering department at the University of Pittsburgh Swanson School of Engineering is seeking a Conference & Events Coordinator.

The coordinator will be responsible for the organizational and administrative support for the annual International Pittsburgh Coal Conference (PCC). The duties include handling all aspects of conference organization which includes registration, interacting with conference participants, advisory board members and conference technical program chairpersons. The Conference Coordinator will also be responsible for creating the final programs of the conference. A major part of the job will be answering phone calls and emails, and budget review. Some travel may be required to attend board meetings and the conference itself to help coordinate logistics.

The coordinator will also assist the Department of Chemical & Petroleum Engineering in coordinating departmental events and travel. This could include Graduation, Holiday Events, Research Days, Seminar Speaker Travel & Logistics as well as meeting planning and coordination of food ordering. Lastly, the Coordinator will help the department arrange travel and events for our Summer Research Education for Undergraduates we hold each Summer for Undergraduate students who participate in research here in Pittsburgh.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

• Coordinate and organize all activities related to the PCC. This includes registration and name tags; handling cash, check, credit card and wire transfer payments; collecting abstracts, manuscripts, and presentations; organizing offsite technical tours and dinner cruises; creating all programs, awards and plaques; selecting and ordering conference promotions. Coordinate and organize PCC personnel to assist packing and moving of equipment to and from the conference and coordinate onsite help with registration and technical session duties at the PCC.
• Coordinate and organize all chemical and petroleum engineering department events including graduation, graduate seminars, Covestro Lectures, faculty meetings, annual research day, AIChE Alumni reception, AIChE graduate recruitment fair and events, whether virtual or in-person.
• Provide effective office management. This includes responding to calls, messages and emails, maintaining updated mail, email, and phone lists, and updating and maintaining the PCC and Department website. Review monthly budget and expense reports, reconcile OneCard transactions and provide a final expense report at the conclusion of every Conference.
• Attend biannual PCC board meetings, which include maintaining the RSVP list, creating nametags, and recording and transcribing the meeting minutes.
• Assist in creating the annual PCC Proceedings CD after each conference. Process and fill orders for previous conference CD's. Must prepare all personnel and business forms for the PCC following University policy and procedures.

Physical Effort

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category: Full-time regular

Job Classification: Staff.Administrative Assistant II

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 3

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday - Friday 8:30a.m. - 5:00 p.m.

Work Arrangement: Monday - Friday 8:30a.m. - 5:00 p.m.

Hiring Range: TBD Based Upon Qualifications

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume

Optional Documents: Not Applicable

PI239151700