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University of Missouri-Columbia
MU Extension and Engagement
Website URL:
Posted: 06/13/2019
Extension Conference Associate - Columbia, MO
Salary: $13.27 - $15.25 hourly

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Job ID:  30500

MU Extension’s distinct land-grant mission is to improve lives, communities and economies by producing relevant, reliable and responsive educational strategies throughout Missouri. Our dedicated and knowledgeable faculty and staff collaborate with researchers and community leaders to develop and deliver programs that address needs of Missourians including: educational attainment; environmental concerns; community, economic, business and workforce development; global food systems; and health systems. For more information about MU Extension please visit

The University of Missouri Conference Office is a full-service, one-stop event planning office for groups ranging in size from five to 5,000 attendees anywhere in the world. Over 100 conferences with 75,000+ registrations annually are coordinated by a team of professional conference coordinators, including ensuring all the details from budgeting, contract negotiation, menu selection, seating arrangements, name badges and proceedings to final reconciliation of the income and expenditures are handled flawlessly.

This full-time position is responsible to work as a key team member with assigned conference coordinator, responsible for organizing, managing, and communicating operational functions of administrative support with heavy emphasis on detailed accounting, participant registration and utilizing event management software for 20+ conferences per year. 


Responsible for the design and implementation of online registration utilizing CVENT event management software: prepare event registration and website templates customize registration portal based on conference requirements including tracking participant data, payment and reports.  Manage daily registrations, verify participants information, billing and payment, prepare name badges, rosters and conference materials.  Process invoices, participants receipts and reconcile income for each conference.  Frequent phone and email communication with conference participants and clients.  Provide administrative support, including fielding communication and conference inquiries on behalf of the Conference Coordinator.

Document internal materials and equipment for each conference; prepare text for website, brochures, session schedules, letters, etc., in promotion of conference.  Review and proofread information for conference publications and websites.  Correspond and prepare documentation for speakers, exhibitors and sponsors.

Responsible for monthly reconciliation of conference income statements and verify accounts receivable reporting.  Prepare fiscal reports for conference account closing.

Responsible for on-site conference registration processes. Manage CVENT OnArrival registration equipment (set-up, tear-down, customer navigation).  Determine starter cash, prepare and maintain receipt records, and process new registrations. Other duties as assigned, daily phone coverage, registration entry, CEU transfers and fiscal forms, attend all office meetings.

Conduct all activities in accordance with the Civil Rights Acts, Title IX, Rehabilitation, Americans with Disabilities Act and local, state and region affirmative action plans.

As with all positions, involvement with other duties and responsibilities may be expected in order to support the mission and purpose of MU Extension.


Administrative supervision is received from the MU Conference Office Educational Program Coordinators.


An Associates' Degree or an equivalent combination of education and experience and some experience from which comparable knowledge and skills can be acquired is necessary.


Effective communication skills and problem solving, superior customer service relations, attention to detail and time management, advanced computer skills with Word, Excel, Access and Outlook.  Affinity to learn and use new software.  Willingness to work flexible hours during periods when workflow peaks around major events.  Some lifting required, evenings and weekend work with travel (valid driver’s license) is required.


Exhibit a high personal standard of excellence, be an effective team player, and demonstrate inclusivity, civility and respect for all.

Engage stakeholders and learners; maintain positive interpersonal relationships; and exhibit effective written and oral communication skills.

Operate with minimal guidance, and be a self-directed learner who is flexible and adaptable to changing environments.

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer