What are the responsibilities and job description for the Director of Conferences and Campus Events - Massachusetts College of Liberal Arts position at Massachusetts College of Liberal Arts?
Location: North Adams, MA Category: Administrative Posted On: Fri Jan 31 2025 Job Description:
GENERAL STATEMENT OF DUTIES:
The Director of Conferences and Campus Events is responsible for the development and management of campus events supported by the President's Office, Academic Affairs, and the Office of Institutional Advancement. Additionally, the Director develops and oversees a plan to promote MCLA facilities usage to external groups for conferences and other special purpose events.
The Director will organize and oversee implementation of all details in support of specific College functions that include but not limited to: Commencement (May) and Academic Reception (December), Convocation, Baccalaureate, and sponsored lecture series (Dukakis Public Policy, Hardman Lecture (fall) and Hardman Journalist in Residence (Spring), Vadnais Environmental Issues Lecture, and Lavendar Lecture), as well as campus engagements events throughout the year.
The Director will generate and oversee conference and event activities that generate revenue for the College. This activity will include the rental of space, including residence areas, when available.
The Director will also create and manage a campus events master calendar and additionally convene a group of stakeholders to implement the calendar logistics.
SUPERVISION RECEIVED: Works under the direct supervision of the Vice President of Institutional Advancement in the Office of Institutional Advancement.
SUPERVISION EXERCISED: Supervises the Coordinator of Rentals and Campus Events
DUTIES AND RESPONSIBILITIES:
Responsible for the development and execution of a strategic plan for external conferences/events at MCLA aimed at enhancing the College's conference/event business, with emphasis on summer campus space usage revenue.
Lead a one stop client service for MCLA rentals/conferences: contracting all meeting space, housing, catering, housekeeping, and technical needs for conference/rental groups.
Serve as the initial contact for all external organization/individuals seeking to use or rent college facilities for events, providing proposals and campus tours as required.
Collaborate with appropriate campus offices such as Administration and Finance, Facilities, and IT to negotiate (within agreed upon parameters) price structures/services with rental/conference clients.
Coordinate communication with campus departments that provide support to programs and events, including catering, facilities, information technology, and campus police.
Lead the creation and management of a campus events master calendar and periodically convene an appropriate group of stakeholders.
Manage the College's electronic event scheduling/management software/25 Live; communicate event support needs to various campus departments providing service.
Prepare reports and other data pertinent to usage and cost/revenue of conferences and events for college leadership.
Participate in marketing and promoting MCLA's conferences and events services to include trade shows, printed and electronic materials, and coordinating efforts with the Marketing and Communications Office.
Maintain flexible year-round office hours including nights, weekends, and a rotating on-call schedule during the summer conference season and other peak times.
Responsible for the development and execution of a plan for most internal campus events (Baccalaureate, Commencement, Academic Reception, Convocation, and sponsored lecture series, Day of Dialogue, and campus engagements event), collaborating closely with the President's Office and Academic Affairs, and chairing the Commencement Committee.
Convenes event committees related to specific donor funded initiatives, including but not limited to Public Policy and Hardman lectures. This encompasses working with appropriate faculty and reporting out to the Institutional Advancement Office for donor relations purposes.
As necessary prepare invitations, programs, and collateral brochures in support of campus events.
Participation in campus committee work as assigned.
Other duties as assigned.
Job Requirements:
QUALIFICATIONS:
Bachelor's Degree required with minimum five years, preferably seven years' experience working in events management and conference coordination in a fast-paced environment, preferably in Higher Education.
Experience with 25 Live events management software or similar
Demonstrated project management and negotiation skills with multiple constituents.
Clear understanding and appreciation for the mission of a public four-year Liberal Arts College.
Experience in marketing to businesses, community organizations and individuals.
Excellent communication skills, ability to work effectively with various and diverse internal and external constituents.
Supervisory experience preferred.
Strong computer skills including Microsoft Office and knowledge of database including customer relations management software.
Excellent organizational and analytical skills.
Attention to detail and ability to manage multiple priorities and deadlines.
Experience dealing with confidential matters, particularly high-profile individuals.
High flexibility and tolerance for/ability to adapt to change.
Ability to work weekend and evening events in support of events and conference coordination.
Ability to lift 40 lbs.
Additional Information:
This is a full-time benefited exempt position in the APA bargaining unit. Annual salary range is $78,000 - $83,000.
Massachusetts College of Liberal Arts strongly encourages employees to be up to date with their COVID-19 vaccinations. The Centers for Disease Control recommendation is that everyone aged 6 and up should get 1 updated Pfizer-BioNTech or Moderna COVID-19 vaccine, regardless of whether they've received any original COVID-19 vaccines.
Massachusetts College of Liberal Arts complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodations to qualified applicants and employees with disabilities. Should you need to request a reasonable accommodation for the application process, please email Brenda Stokes, Executive Director of Human Resources.
Massachusetts College of Liberal Arts is deeply committed to fostering a community of excellence, equity, diversity, and inclusion. We provide equal access to educational, co-curricular and employment opportunities for all applicants, students, and employees regardless of race, color, religion, national origin, age, disability, gender, sexual orientation, gender identity, gender expression, genetic information, marital or parental status, veteran status, or membership in any other legally protected class. Massachusetts College of Liberal Arts does not discriminate on the basis of sex in any educational program or activity that they operate, which extends to admission and employment.
Inquiries about Title IX, Equal Opportunity, or ADA/504 and other non-discrimination policies may be directed to MCLA's Title IX Coordinator and Equal Opportunity Officer, to the Assistant Secretary of the Department of Education Office for Civil Rights, or both.
Liz Frost
Interim Title IX Coordinator and Equal Opportunity Officer
375 Church Street, North Adams, MA 01247
Titleix@mcla.edu
U.S. Department of Education, Office for Civil Rights
33 Arch Street, 9th Floor Boston, MA 02119-1424
Telephone: (617) 289-0111; FAX: (617) 289-0150; TDD (877) 521-2172
OCR.Boston@ed.gov
GENERAL STATEMENT OF DUTIES:
The Director of Conferences and Campus Events is responsible for the development and management of campus events supported by the President's Office, Academic Affairs, and the Office of Institutional Advancement. Additionally, the Director develops and oversees a plan to promote MCLA facilities usage to external groups for conferences and other special purpose events.
The Director will organize and oversee implementation of all details in support of specific College functions that include but not limited to: Commencement (May) and Academic Reception (December), Convocation, Baccalaureate, and sponsored lecture series (Dukakis Public Policy, Hardman Lecture (fall) and Hardman Journalist in Residence (Spring), Vadnais Environmental Issues Lecture, and Lavendar Lecture), as well as campus engagements events throughout the year.
The Director will generate and oversee conference and event activities that generate revenue for the College. This activity will include the rental of space, including residence areas, when available.
The Director will also create and manage a campus events master calendar and additionally convene a group of stakeholders to implement the calendar logistics.
SUPERVISION RECEIVED: Works under the direct supervision of the Vice President of Institutional Advancement in the Office of Institutional Advancement.
SUPERVISION EXERCISED: Supervises the Coordinator of Rentals and Campus Events
DUTIES AND RESPONSIBILITIES:
Responsible for the development and execution of a strategic plan for external conferences/events at MCLA aimed at enhancing the College's conference/event business, with emphasis on summer campus space usage revenue.
Lead a one stop client service for MCLA rentals/conferences: contracting all meeting space, housing, catering, housekeeping, and technical needs for conference/rental groups.
Serve as the initial contact for all external organization/individuals seeking to use or rent college facilities for events, providing proposals and campus tours as required.
Collaborate with appropriate campus offices such as Administration and Finance, Facilities, and IT to negotiate (within agreed upon parameters) price structures/services with rental/conference clients.
Coordinate communication with campus departments that provide support to programs and events, including catering, facilities, information technology, and campus police.
Lead the creation and management of a campus events master calendar and periodically convene an appropriate group of stakeholders.
Manage the College's electronic event scheduling/management software/25 Live; communicate event support needs to various campus departments providing service.
Prepare reports and other data pertinent to usage and cost/revenue of conferences and events for college leadership.
Participate in marketing and promoting MCLA's conferences and events services to include trade shows, printed and electronic materials, and coordinating efforts with the Marketing and Communications Office.
Maintain flexible year-round office hours including nights, weekends, and a rotating on-call schedule during the summer conference season and other peak times.
Responsible for the development and execution of a plan for most internal campus events (Baccalaureate, Commencement, Academic Reception, Convocation, and sponsored lecture series, Day of Dialogue, and campus engagements event), collaborating closely with the President's Office and Academic Affairs, and chairing the Commencement Committee.
Convenes event committees related to specific donor funded initiatives, including but not limited to Public Policy and Hardman lectures. This encompasses working with appropriate faculty and reporting out to the Institutional Advancement Office for donor relations purposes.
As necessary prepare invitations, programs, and collateral brochures in support of campus events.
Participation in campus committee work as assigned.
Other duties as assigned.
Job Requirements:
QUALIFICATIONS:
Bachelor's Degree required with minimum five years, preferably seven years' experience working in events management and conference coordination in a fast-paced environment, preferably in Higher Education.
Experience with 25 Live events management software or similar
Demonstrated project management and negotiation skills with multiple constituents.
Clear understanding and appreciation for the mission of a public four-year Liberal Arts College.
Experience in marketing to businesses, community organizations and individuals.
Excellent communication skills, ability to work effectively with various and diverse internal and external constituents.
Supervisory experience preferred.
Strong computer skills including Microsoft Office and knowledge of database including customer relations management software.
Excellent organizational and analytical skills.
Attention to detail and ability to manage multiple priorities and deadlines.
Experience dealing with confidential matters, particularly high-profile individuals.
High flexibility and tolerance for/ability to adapt to change.
Ability to work weekend and evening events in support of events and conference coordination.
Ability to lift 40 lbs.
Additional Information:
This is a full-time benefited exempt position in the APA bargaining unit. Annual salary range is $78,000 - $83,000.
Massachusetts College of Liberal Arts strongly encourages employees to be up to date with their COVID-19 vaccinations. The Centers for Disease Control recommendation is that everyone aged 6 and up should get 1 updated Pfizer-BioNTech or Moderna COVID-19 vaccine, regardless of whether they've received any original COVID-19 vaccines.
Massachusetts College of Liberal Arts complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodations to qualified applicants and employees with disabilities. Should you need to request a reasonable accommodation for the application process, please email Brenda Stokes, Executive Director of Human Resources.
Massachusetts College of Liberal Arts is deeply committed to fostering a community of excellence, equity, diversity, and inclusion. We provide equal access to educational, co-curricular and employment opportunities for all applicants, students, and employees regardless of race, color, religion, national origin, age, disability, gender, sexual orientation, gender identity, gender expression, genetic information, marital or parental status, veteran status, or membership in any other legally protected class. Massachusetts College of Liberal Arts does not discriminate on the basis of sex in any educational program or activity that they operate, which extends to admission and employment.
Inquiries about Title IX, Equal Opportunity, or ADA/504 and other non-discrimination policies may be directed to MCLA's Title IX Coordinator and Equal Opportunity Officer, to the Assistant Secretary of the Department of Education Office for Civil Rights, or both.
Liz Frost
Interim Title IX Coordinator and Equal Opportunity Officer
375 Church Street, North Adams, MA 01247
Titleix@mcla.edu
U.S. Department of Education, Office for Civil Rights
33 Arch Street, 9th Floor Boston, MA 02119-1424
Telephone: (617) 289-0111; FAX: (617) 289-0150; TDD (877) 521-2172
OCR.Boston@ed.gov
Salary : $78,000 - $83,000
