Client Relations - Office Manager
Position Number: 00062109
Primary Function of Organization Unit: Continuing and Professional Education (CPE) reports to the Vice Provost for Continuing Education, McKimmon Center for Extension and Continuing Education. CPE is the administrative unit of NC State University with campus-wide responsibility for marketing, managing, and implementing non-credit seminars, workshops, short courses, conferences and in-house training programs. It is the mission of CPE to develop and present viable continuing education and professional development programs to the business, industrial and governmental communities, professional organizations and the general public, according to the identified needs and demands of a changing work force. The CPE staff resides in the McKimmon Conference & Training Center and the staff is responsible for providing space, equipment, and services to adult learners attending seminars, workshops, short courses, conferences, video conferences and webinars. Working with NC State University faculty and academic units. CPE assesses training needs, designs and develops programs and engage with academic/administrative units, delivers programs in the McKimmon Center and other surrounding areas in North Carolina and nationwide. Client Relations is a unit within CPE located in the McKimmon Conference and Training Center. The Center is an 116,500 square foot facility which is located on the southwest section of the university campus. The Center meets the needs of both small and large conferences (ranging from five to 3,500 people). There are 13 flexible meeting rooms (which can be divided into 20 areas) and four computer labs and one Telecenter. Client Relations is responsible for reserving space and equipment for a variety of educational and professional development programs. The staff of the Client Relations Department handles all types of program support services (e.g. room configurations, administrative and meeting planning service) before, during and after each event.
Essential Job Duties: The CROM (Client Relations Office Manager) performs a variety of complex office support tasks. The CROM contacts clients with tentative and pending reservations to obtain client contracts. The CROM must be proficient in the use of the Center's software, Ungerboeck. The CROM inputs contact information, event notes and event documents using Ungerboeck. The CROM is actively involved in preparation of the weekly set-up sheet to include entering information and proofing the sheet. The weekly set-up sheet is the logistical document used by the set-up crew for daily room configurations for all Center programs. This position reviews client evaluation forms to collect program numbers for use in the Center's statistical reports. The CROM supervises one permanent employee and several temporary front desk employees. The CROM assists the Catering Coordinator with organizing caterer information including guaranteed numbers, yearly credentials and caterer invoices. The CROM serves as the Center contact person on a staff rotational basis for weekend and evening events. The CROM manages Center's social media pages in order to post current and relevant information about the Center.
Department Required Skills: Knowledge of Ungerboeck event management software or similar software, Google Docs, Microsoft Word, Excel.
Preferred Experience, Skills, Training/Education: Two years of higher education experience. Four years of office managerial experience in lieu of college. Knowledge of NC State and University policies and procedures.
Necessary Licenses and Certifications: N/A
AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.
Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "www.wes.org":http//wes.org. Degree must be obtained prior to start date.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.