Manager of Conference & Event Services

The Manager of Conference and Event Services is responsible for the coordination of logistical details for on-campus events, meetings, conferences, camps and workshops. Serves as a liaison to the service-providing departments to communicate and facilitate support operations, work orders, and planning activities. This position will be the lead supporting role for summer programs and some institutional events. Provide a high level of customer service to all clients. Assist the Director of Conference & Event Services and Office Assistant as necessary.

• Serve as the primary logistics lead for summer programs. Coordinate living, working, dining and recreation activities for assigned summer program groups
• Act as a liaison between planners and on-campus service providers; including but not limited to Facilities, Dining Services, Athletics, Media Services and Campus Safety
• Manage the billing and payment process for all services, facilities and dining. Responsible for organizing and maintaining accurate client files and records
• Support the negotiation of contracts, agreements and billing for assigned summer programs in coordination with the Director of Conference & event Services and Director of Business Services as necessary
• Serve as the logistics lead on assigned institutional events. Institutional events include but are not limited to Orientation, Family & Friends Weekend, Fall Fest, Admissions Programs, Spring Weekend, Senior Week, Reunion and Commencement Weekends
• Create and maintain event logistical work orders. Facilitate regular meetings of service-providing departments to ensure smooth delivery of all event related services. Serve as a liaison between planners and on-campus service providers
• Support the department with campus scheduling and approvals in 25Live, along with front-line walk-in, email and telephone support
• Support the operations of the department in establishing best practices for efficient communication of all event details and logistics. Assist with the coordination of outside vendors, contractor’s, as needed to execute events
• Assist with the College’s efforts to maximize income through the rental of facilities to various third-party clients including conferences, social events and community groups
• Supervise student staff members

Minimum Qualifications:

• Bachelor’s degree and 3-5 years of related experience. An equivalent combination of experience and education can be substituted
• Intermediate level of proficiency working in Microsoft Office (Excel, PowerPoint, Word), Google Docs, including Docs, Sheets, Forms and Calendars
• Experience with scheduling software, 25Live preferred
• Ability to work independently
• Excellent interpersonal, communication and customer service skills
• Excellent organizational skills with strong attention to detail
• Ability to multi-task and coordinate multiple office activities simultaneously
• Demonstrated ability to collaborate with persons at all organizational levels
• Must be able to consistently present a positive attitude and contribute to a team environment with intentional collaboration and cooperation
• Ability to trouble-shoot and problem solve
• Must be sufficiently experienced in logistics and service
• Must be able to work evenings and weekends as needed
• Must be able to communicate effectively in both oral and written formats with faculty, staff, students and external clientele
• Must be able to handle confidential information, inquire with discretion and demonstrate sound judgement
• Sense of humor and flexibility

Preferred Qualifications:

• Experience with event planning on a college campus
• Experience with 25Live scheduling software