Illini Union, University of Illinois at Urbana-Champaign
Location: Urbana, Illinois
Type: Full Time
4 Year Degree
Internal Number: 1015248
Job Summary The Conferences & Events Director is responsible for directing the vision of the conferences and events services department; oversight of the planning, coordination, operational management, and execution for all campus events including summer conferences, and events during the academic year for on-campus and external clients. In support of the University of Illinois mission, the director will strive to exceed all client expectations. They will collaborate with various areas and campus partners to market, negotiate with vendors and venues on all aspects of internal university and non-university events.
Duties & Responsibilities
Leadership and Supervision (40%)
Provides leadership in developing and implementing service standards that support business development and retention and align with the organizational mission.
Builds partnerships through collaboration with university departments and group-based hospitality businesses including the association/education conference market segment
Serves as the “subject matter expert” for internal and external clients, providing guidance and education throughout the meeting and events planning process and provide on-site support for meetings and events
Advise and implement creative ways to deliver an exceptional client experience.
Direct marketing and promotion of the C&E Service
Managing the planning and logistics of conferences and events inclusive of in-person, virtual/hybrid events.
Contracting, scheduling, and planning support for conference and event programs
Coordinates with Facilities, Technology Services, University Catering, Marketing, Document Services, and other partners to ensure the dining, venue, promotion, registration, and technology experiences align with overall program needs and service standards
Schedule and conduct pre-con meetings with the client and operations departments to confirm all final event details and AV participation
Direct the onsite registration process when needed for specified meetings, events, and educational courses including but not limited to Cvent registration website creation, reporting, and badge printing
Analyze utilization of venue, services, and catering; evaluating and make recommendations for needs and improvements on an on-going basis through regular assessment
Manage C&E calendar of conferences and events in EMS (or other space reservation programs) for conflicts and assigning appropriate space.
Review RFPs and conduct site visits to external meeting prospects
Prepare conference and meeting space contracts, Request for Approval to Sell and/or Service Alcoholic Liquors form, MOU’s and facility use agreements
Financial/Budget Management (30%):
Directs fiscal health through budget management, financial reporting, and revenue forecasting and provides and reviews regular financial reports with supervisor
Develops pricing strategies and frameworks that align with the organizational mission and budget. Directs bid and proposal process, responding to inquiries in a timely manner.
Negotiate contracts and work with University Procurement to issue purchase orders to vendors
Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field. 7 years of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or another related field that included progressive and senior-level experience. Demonstrated experience overseeing and or/managing budget development and fiscal monitoring, including processing and tracking revenues and expenditures. Demonstrated experience managing large teams that included hiring, payroll, training, developing, and/or performance management. Contract negotiation experience. Customer service experience. Available to work evenings and weekends as needed.
Preferred Qualifications • Master’s degree in Hospitality, Sales & Marketing, Business, Communications, or other closely related experience • Proven record in development of new insights into situations and ability to apply innovative solutions that result in organizational improvements. • Prior experience in marketing and event management in a higher education setting preferred
Knowledge, Skills and Abilities
Experience leading and developing teams and creating work environments that encourage inclusivity, creative and innovative strategies
Knowledge of meeting and conference planning processes
Experience with conference reservation systems, such as CVENT, EMS or others
Appointment Information This is a 100% full-time Civil Service 5009 - Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 3/16/2023. Salary is commensurate with experience.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (CST) on March 16, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Illini Union Shared HR & Admin Services at +1(217)333-3660 or email@example.com. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing firstname.lastname@example.org.
About Illini Union, University of Illinois at Urbana-Champaign
The Illini Union is the student union for the University of Illinois Urbana-Champaign. Since 1941, it has been the campus's home for student organizations, meetings, student programs and activities, and more.
Today, the Illini Union houses study spaces, restaurant and retail options, a rec room, a hotel, and campus organizations that promote student success--such as the Parent and Family Programs office, the Student Org Complex, and the McKinley Health Resource Center, to name a few.