Assistant Director of Conferences and Events

George Fox University's Event Services department is looking for a highly organized, motivated team player to join their team as the Assistant Director of Conferences and Events.

About the Job:

The Assistant Director of Conferences and Events serves as the key driver of day-to-day event opportunities for the University, ensuring that both existing and new events are coordinated appropriately and with best-in-class service. While most weeks will consist of working Monday to Friday, business hours, it is important to note that there will be times that working evenings or weekends will be required based on the event schedule and staffing needs. This is an in-person position based at the Newberg Campus.

Job responsibilities include, but are not limited to:

• Internal Operations:
  • Processing room reservation requests and providing negotiation and conflict resolution as needed to find workable solutions.
  • Maintaining and updating University scheduling, including adding events to the public calendars.
  • Consistently visiting the Portland Center to check the facility, maintaining PR with departments regarding scheduling and events, performing monthly facility inspection and supervising grad student employees who work at the Portland Center.
  • Supporting summer conference season by working with each group on housing registration, key distribution, and meal service.
  • Safeguarding the confidentiality of departmental administration by exercising discretion in communicating information to faculty, students, staff, and handling confidential records and files.
  • Performing facility inspections as needed.
• Student Supervision:
  • Supervising Portland Center grad student employees, hiring and training as needed.
  • Providing direction for Newberg campus student employees when the Assistant Director: Event Operations is absent.
• Technology:
  • Serving as the power user of the event management software, 25Live, and Control-Link Lighting and RegFox and providing training on the centralized university scheduling software for all campus users.
  • Maintaining and updating the department website.
  • Continually communicating with Institutional Technology to ensure that scheduling software is operating effectively and has the most current facility data in the databases.
• Budgeting, Bookkeeping and Policies:
  • Assisting with processing invoices and collecting liability insurance for event rental customers.
  • Tracking receipt of rental agreements and payments.
  • Assisting with department budget tracking, processing both accounts payable and accounts receivable for the department.
  • Maintaining accuracy with money and bookkeeping.
• Business Development:
  • Representing the University to external clients, including business professionals, film industry representatives, and strategic planners.
  • Acting as a liaison between University employees, event guests, and external customers.
• Working with Other Departments:
  • Working with University marketing to generate new and attractive advertising via social media channels to support increased event operations.
  • Working closely with the Registrar's Office, President's Office, and Athletics Office to resolve space conflicts.
• Continuous Improvement:
  • Maintaining best practices with industry trends and standards.
  • Performing post event evaluations for both internal and external users by creating surveys, collecting data, and preparing data. Communicating improvement opportunities and high service successes with the team.
  • Ensuring excellent customer care from initial inquiry through the completion of the event and providing outstanding event management and logistical planning expertise.
• Communicating effectively and courteously with others, including employees, students, and the public, in a spirit of teamwork, respect and customer service.
• By actions, words, and lifestyle, be a Christian role model to students, whether through casual contact or in a formal supervisory role.
• Demonstrating awareness, respect, and appreciation for diversity of culture, background, race, sex, political views, expressions of faith, etc. and works well with a variety of people.
• Other duties as assigned.
• • See the full job description attached for more information!

A day in the life of this position:

The Assistant Director of Conferences and Events will start each day with processing new event requests and segue into following up with event planners to gather current details, then communicating information with other campus departments such as Campus Safety, Plant Services and Bon Appetit. Time will be spent checking 25live for event accuracy, adding events to the campus public calendar, updating client information and training new employees on how to submit room requests and use RegFox. Typically, one day per month will be spent at Portland Center checking in with grad student employees and reviewing weekly events with them. The Assistant Director of Conferences and Events will assist with bookkeeping tasks and coordinate improvements to the Event team's digital properties. Up to three shifts per month during the school year will vary in hours in order to assist with event coverage. During the summer, the Assistant Director of Conferences and Events should expect to be present at all summer conference check ins and check outs.

We're looking for candidates who have:

• A strong sense of initiative and willingness to provide assistance to others; employees, students, and the public.
• Strong communication, public speaking, organizational, decision-making/problem-solving, and computer skills.
• The availability and willingness to work weekends or evenings on a regular basis.
• The ability to keep accurate records.
• A Bachelor's degree or some level of college education.
• Possession of a valid Oregon Drivers license for a minimum of 5 years, and the ability to pass the University Driver Certification/obtain DMV clearance to be approved by university insurance.
  The ability to operate event equipment or willingness to learn.
  
• Legal authorization to work in the United States. This position does not offer visa sponsorship; therefore, only applicants who do not require sponsorship for employment visas, now or at any point in the future, should apply.
• A commitment to the University's Theology of Racial and Ethnic Diversity.
• A desire to work with a diverse community of students and employees who represent various cultures, backgrounds, abilities, ethnicities, political views, and expressions of Christian faith.
• A personal commitment to Jesus Christ and express their Christian testimony in a church. In addition, employees agree to live in agreement with the Community Lifestyle Statement and affirm the theological commitments expressed in the Statement of Faith.

Preference Will be Given to Those Who Have the Following Attributes:

• A degree in and/or background in Events Management, Strategy, Sales, or Business.
• Bookkeeping or accounting experience.

Job information:

• Hours Per Week: 40 hours per week, 12 months of the year
  • Weekend and evening work required based on conference and event needs
• Primary Work Location: Newberg Campus
• Working Conditions: Physical requirements could include lifting more than 30 pounds, standing and/or stooping for extended periods of time, and traversing campus grounds in all types of weather. Exposure to various outside working and weather conditions, including inclement weather, on a regular basis.
• Supervisor: Senior Director of Conferences and Events

George Fox University has been transforming student's lives for over 125 years. We are a Christ-centered community that prepares students spiritually, academically, and professionally to think with clarity, act with integrity, and serve with passion. Our vision is to be the Christian university of choice known for empowering students to achieve exceptional life outcomes. We put students first, with Christ at the center of our work, embracing change in order to improve. We are looking for enthusiastic candidates to join us in creating transformational experiences for our students.

Being a part of our community means a commitment to faith and to a lifestyle that is consistent with the university's mission as described in the Statement of Faith and Community Lifestyle Statement on our website.

As a Christ-centered community, George Fox University is an institution that values diversity as an essential dimension of God's design for human communities. In seeking to become a more inclusive community, we especially encourage applications from women and candidates from racial and ethnic backgrounds that are underrepresented in our community.

What is most appealing about working at George Fox University?

• Faith-friendly: Our culture is unique for higher education. At George Fox you can pursue academic excellence while integrating scriptures, praying with staff members and students at work, and helping to make an impact on the world in a way that promotes Christian values.
• Unapologetically Christian: As a university, we have an enduring commitment to Christ, his kingdom and the truth of God's Word.
• Live out your calling: You are able to use your God-given talents and abilities while having a profound influence on students as they deepen their relationship with Jesus Christ.
Equip students for kingdom work: You can be a part of helping students discover their callings, at which they will be able to glorify the kingdom of God just as they have seen you do.

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For your personal well-being we offer:

• A strong Christian vision and mission-led organization with opportunities for your growth and contributions.
• Wonderful Christian peers and a vibrant student population.
• A beautiful and peaceful campus environment with areas to walk and coffee shops and restaurants close by.
• Free Fitness Center membership.
• Free parking.
• Rich employee benefit package.

Application Procedures - kindly apply only through this website

When completing the online application, please upload the following as Word or .pdf documents in the section marked Letter of Interest and Curriculum Vitae or Resume:

• Letter of Interest
• Curriculum Vitae (CV) or Resume
• Other supporting materials may be requested at a later stage of the review process.

Interested applicants are encouraged to apply immediately as review of applications will begin immediately and continue until the position is filled.

We invite you to Be Known at Oregon's largest private and nationally recognized Christian University!

**This position is subject to close at any time, regardless of the date on the posting.
**Have questions or need assistance with our application process? Contact Georgefoxcareers@georgefox.edu

Equal Employment Opportunity Policy

The university is an equal-opportunity employer. Every employee has the right to work in surroundings free from all forms of unlawful discrimination. It is our policy to make decisions about applicants and employees without regard to sex, age, race, color, marital status, national origin, disability, veteran status, or any other status to the extent prohibited by applicable local, state, or federal law. This prohibition applies not only to the recruiting and hiring process but to all facets of the employment relationship, including promotion, pay, training, classification, performance reviews, discipline, and termination.

George Fox is owned by the Northwest Yearly Meeting of Friends Church and its mission is distinctly Christian. Employees are required to agree with and abide by the university's faith statement and its statement of community responsibilities. Within the context of this agreement and commitment, employment opportunities are otherwise available to all persons on the basis of their experience and skills.

In the recruiting process, the university may make special effort to solicit applicants from underrepresented groups. This is done as an affirmative step to increase the representation of these populations in the university's workforce to better match their availability in the labor market. Hiring decisions are based on the applicants' qualifications as they relate to the needs of the position.