Temporary Conference Systems Manager (CVENT Specialist)

The NC Clean Energy Technology Center seeks an experienced Conference Systems Manager to lead the technical planning, configuration, and implementation of the 2027 State Energy Conference of North Carolina. This temporary project-based position will function as an embedded event technology specialist responsible for building and optimizing the conference's registration, speaker, exhibitors, and sponsors, sessions, and agenda, website, mobile app, and reporting systems using Cvent.

This position will serve as the primary architect and administrator of conference technology systems and will lead the transition of conference management functions previously provided through third-party support. The successful candidate will bring extensive hands-on experience building multi-track conferences in Cvent, establishing efficient workflows, and transferring knowledge to internal staff to support long-term organizational sustainability.

The State Energy Conference is one of the largest energy conferences in the Southeast, bringing together approximately 900 industry professionals, policymakers, researchers, and stakeholders from across the energy sector annually.

Essential Duties and Responsibilities

* Lead the technical implementation of the 2027 State Energy Conference within Cvent.

* Configure and maintain registration pathways, admission types, pricing structures, and communications.

* Build and manage conference agendas, session structures, and associated data.

* Manage speaker records, biographies, headshots, and session assignments.

* Build and manage the exhibitor portal, exhibit hall floor plan, exhibitor records, and associated data.

* Configure conference websites and attendee-facing experiences.

* Lead the mobile application configuration and deployment.

* Develop and maintain reporting tools and dashboards to support conference planning and operations.

* Coordinate data imports, exports, testing, and quality assurance activities.

* Provide support for Attendee Hub and mobile app, LeadCapture, OnArrival, and Event-in-a-Box equipment and setup.

* Develop efficient workflows and best practices for conference management.

* Identify opportunities to streamline processes and reduce manual effort.

* Recommend improvements to attendee, speaker, sponsor, and exhibitor experiences.

* Establish scalable procedures that support future conferences.

* Collaborate closely with conference leadership and internal staff throughout the planning process.

* Coordinate with vendors, partners, track managers, and service providers as needed.

* Assist with onsite registration and conference technology support during event execution.

* Provide troubleshooting and technical support before, during, and after the conference.

* Develop written procedures, process maps, and standard operating documentation to support future conference operations.

* Train and support internal staff on Cvent functionality and routine event management processes, enabling staff to perform ongoing maintenance, troubleshooting, and future event administration.

* Provide recommendations to support long-term ownership and sustainability of conference technology systems.

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

Attain Work-life balance with our Childcare discounts, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

* Bachelor's degree and relevant experience, or equivalent combination of education and professional experience.

* Demonstrated experience building and optimizing complex multi-track conferences in Cvent and transferring system knowledge to end users.

* Three or more years of experience building and administering multi-track conferences from initial setup through onsite execution and post-event reporting using Cvent.

* Experience managing registration systems, agenda structures, and speaker databases.

* Experience producing reports and analyzing event data.

* Excellent organizational, communication, and project management skills.

* Ability to manage multiple priorities and work independently.

* Strong systems thinking and attention to detail.

* Ability to optimize workflows and improve operational efficiency.

* Commitment to documentation and knowledge transfer.

* Strong interpersonal skills and the ability to translate technical systems into user-friendly processes and effectively train colleagues with varying levels of technical proficiency.

* A collaborative approach and customer-service mindset.

* Comfort operating independently while managing complex projects and collaborating across multiple functional areas.

* Familiarity with Cvent's Attendee Hub, LeadCapture, OnArrival, and Event-in-a-Box are preferred.

* Experience configuring conference websites and mobile applications.

* Experience supporting multi-track conferences with large speaker rosters and complex registration pathways.

* Experience documenting processes and training users with varying levels of technical expertise.

* Familiarity with conference operations, sponsor management, and exhibitor coordination.

* Experience working in higher education, nonprofits, associations, or conference management organizations is preferred.

* Cvent certifications preferred.

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NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

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