Personnel Status: PIN/Exempt Department: Auxiliary Services Open Date: November 21, 2018 Closing Date: Open Until Filled
Responsibilities: • The Director of Conference and Event Services provides leadership and direction for meeting and event planning for the campus community (students, faculty, and staff) and external clients (e.g., summer camps & conferences). Oversees space reservation and utilization in the student center, athletic facilities, fine and performing arts center, and academic classrooms. Develops strong working relationships with campus partners such as Facilities Management, Campus Safety, Athletics, Campus Life, student organizations, and academic building coordinators. Ensures high level quality standards and customer service through pre-and-post meetings for major events and customer satisfaction surveys. Responsible for external Event Management Marketing, and Sales. Provides leadership and direction for events in major events on campus including external events and summer camps. Responsible for contract negotiations for external events. Works closely with the Office of the General Counsel to develop and revise contracts. Develops cost estimates based on event requirements and university standards. Develops strong relationships with external clients to ensure repeat business. Coordinates risk management assessments in close collaboration with Campus Safety. Maintains accurate and updated data including receipts of executed contracts, insurance certificates, and deposits by stipulated deadlines. Ensures training and certifications are completed for key staff members. Ensures events are managed within university policies, procedures, and state laws and guidelines. Establish the annual budget for Conference and Event Services. Works in close collaboration with direct reports to monitor budgets and assess financial goals. Develops a budget for replacement of furniture, fixtures, equipment, and carpeting as needed. Updates the annual rate sheets for the University, Affiliated and Non University events. Reviews and submits the financial analysis report for Conference and Event Services. Reviews all invoicing of events against each event contract for compliance and accuracy. Reviews Profit & Loss statements for all external events. Oversees the completion of the Unrelated Business Income Tax (UBIT) Report. Establishes effective communication with all facility tenants to provide announcements and updates. Ensures a daily maintenance, appearance, and sanitation inspection is completed for each of the venues commonly used for major events on campus with a copy sent to the AVP. Oversees the campus lost and found procedures working within state law and university guidelines. Completes annual Contingent 1 contracts periodically as required. Submits roadway signage requests to Assistant Vice President for approval to post for major events. Distributes the weekly conference and events calendar to the campus community. Other duties as assigned by the Assistant Vice President.
Qualifications: Bachelor's degree in Management, Business Administration, Hospitality or closely related field required. Preferred: Master's degree in Management, Business Administration, Hospitality or a closely related field. Minimum seven (7) years of contract administration, risk management, experience with sports complex events, summer camps and other large events required. The selected candidate must have knowledge of the hospitality industry, with specific experience in conference planning, technical and equipment needs, and management of large events. The selected candidate should have a commitment to continuous learning, development, and research on current (best) practices and the ability to work with a wide range of students, staff, and faculty in a diverse college setting. Successful candidate must possess working knowledge of 25Live reservations system. He/she should be able to demonstrate the ability to effectively operate software including Word, Excel, Access, Outlook, internet and PeopleSoft Financial. The candidate is required to have the ability to effectively deal with deadlines, work in a fast-paced environment, track transaction, and resolve disputes and to prioritize multiple projects simultaneously. He/she should be detailed oriented with well-developed planning, organizational and problem-solving skills. Excellent customer service skills and the ability to communicate effectively both orally and in writing are addition requirements of the position.
Conditions of Employment: A Criminal Background Investigation is required for the hired candidate and the results may impact employment.