Coordinator of Camps and Conferences

Washington College in Chestertown, MD is seeking a Coordinator of Camps and Conferences to join our team.

The Coordinator of Camps and Conferences is responsible for carrying out a key College strategy to grow and maximize alternative revenue through the planning, coordination, and execution of both internal and external camps and conferences at Washington College. This position supports a broad range of campus functions while also leading initiatives to attract and manage external party rentals, enhance client engagement, and overall increase rental revenue. The Coordinator ensures all events meet institutional standards of quality, professionalism, and strategic alignment. This position is a leader in optimizing revenue, generating business and facilitating collaboration with key institutional constituencies. Particular emphasis will be placed on helping to develop programs that bring high school aged/prospective students to the campus to support enrollment strategies and increase revenue.

Essential Functions:

Event Planning & Execution

• Collaborate with campus departments (including Advancement, Student Affairs, Building and Grounds, AVI and Campus Events) to conceptualize and plan mission-aligned, revenue generating events.

• Optimize campus resources and facilities to grow number of camps and conferences.

• Develop detailed event timelines, budgets, and operational plans.

• Manage logistics, including venue coordination, catering, audiovisual setup, staffing, and event materials.

• In conjunction with alumni relations and other campus partners, create a vibrant wedding venue.

• Develop marketing materials to attract new business.

• Generate contracts between the college and camps and conference groups.

• Oversee a team of student employees in support of all camps and conferences.

• Oversee RSVP systems, track attendance, and maintain accurate event data.

• Process invoices internally.

• Work together with the business office to provide information on invoicing for outside clients.

• Facilitate risk management training for all programs hosted.

Post-Event Evaluation

• Conduct post-event analysis to measure success, identify areas for improvement, and provide recommendations for future events.

• Compile and present post-event reports to stakeholders and relevant departments.

External Events & Conference Services

• Market and manage year-round facility rentals to external clients in alignment with the College's mission and policies.

• Develop and maintain relationships with community organizations, professional associations, and corporate partners to generate new business.

• Respond to inquiries and RFPs, lead site tours, and manage client communications from initial contact through contract execution and event completion.

• Collaborate with campus service departments (e.g., Facilities, IT, AVI) to coordinate support for external clients.

Marketing & Outreach

• Develop and implement marketing strategies to promote Washington College's event spaces and services.

• Oversee the creation of promotional materials, website content, and social media campaigns.

• Represent the College at industry trade shows, conferences, and networking events.

Other Duties and Collaborations

• Support major student and campus-wide events as needed.

• Perform other duties responsibilities as assigned by the Dean of Students

Qualifications:

• At least 2-3 years of experience in event planning and conference services, preferably within a higher education or nonprofit setting.
• High level of customer service/student-centered approach to completion of responsibilities.

• Strong organizational, interpersonal, and problem-solving skills.

• Proficiency with event management tools and office productivity software (e.g., Microsoft Office Suite, Ad Astra).

• Ability to manage multiple projects in a fast-paced environment.

• Entrepreneurial/creative approach in recruitment of new business

Salary: $41,000