Conference & Event Manager

Location
Princeton, NJ
Posted
Apr 06, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7348
Department Conference and Event Services
Category Campus and Auxiliary Services
Date Posted 4/5/2017
Full-Time / Part-Time Full-Time
Application Deadline ..

Overview

Conference and Event Services (CES), a department within University Services, serves as a one-stop-shop for conference planning, event coordination, and room scheduling. Conference and Event Services has an opening for a Conference and Event Manager. Under the direction of the Sr. Conference and Event Manager, Conference and Event Services, the Conference and Event Manager will be responsible for managing, planning and executing a varying array of events and conferences.



Princeton University, University Services, and Conference and Event Services support a work environment that values diversity, integrity, service excellence and collaboration.



A full job description will be furnished prior to interview.

Responsibilities

Conference/Event Management

Manage all aspects for planning and executing a varying array of conferences and events for faculty members and administrators. This individual manages all logistical components associated with these events. These components include venue selection, catering, transportation arrangements, housing accommodations, dining arrangements, audio/visual equipment, event d cor and design, online event registration, and the management of related staff and financial management for each client.



Measures content and logistical requirements of each conference proposal to insure reasonable compatibility with the primary activities, course schedule and mission of Princeton University. Approves facility use requests and works with other staff to ensure accurate information is disseminated to the University Community.



Client Relations / Customer Service

Serves as a first line contact for individuals desiring to plan an event on campus. This often entails advising individuals that the University is unable to accommodate their function. This requires a great deal of tact and discretion. It is imperative that the Manager be well versed in appropriate customer service skills to provide the client a knowledgeable and thoughtful explanation as to why their program cannot be accommodated.



Develops and maintains an accurate and current knowledge of University policies, priorities and accomplishments in order to best represent the University and to best assist campus personnel and external organizations in the planning of their events. Creates and facilitates the signing of a sponsorship agreement, or internal contract responding to each groups' needs for approved groups on behalf of the University.



Financial

Work with the CES Business Manager to provide accurate estimates of costs associated with University services for clients for each program/event; establish and manage budgets for each program; monitor the income and expenses for each project; prepare profit and loss statements at the conclusion of each event or conference and reconcile uncollected funds or write off when appropriate. Negotiates and contracts for hotel rooms, transportation, entertainment, and other outside vendor services required on the client's behalf.



Administrative Management

Recruit, train, supervise and discipline a summer staff of 20-25 students. Establishes and conducts a training program for summer staff to prepare them for their responsibilities.

Qualifications

Essential Qualifications:
  • Bachelor's degree.
  • 3-5 years of work experience in conference and event management.
  • Demonstrated ability to work collaboratively in a diverse environment.
  • Ability to work in a fast paced, team centered environment with competing demands.
  • Demonstrated experience with providing excellent customer service.
  • Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.
  • Work effectively across departmental lines to assure a standard of excellence in all conferences and events.
  • Must be able to independently troubleshoot and make decisions based on the needs of the event/conference while ensuring compliance with University policies and striving to provide a level of excellence to the client.
  • Excellent written and oral communication skills. Diplomacy and discretion are essential.
  • Proficient in Microsoft Office (Word, Excel, Access, PowerPoint). Must have the ability to learn new computer programs and applications quickly.
  • Must be able to work a flexible schedule, which will include evenings and weekends.




Preferred Qualifications:
  • Demonstrated financial acumen.
  • Demonstrated ability in the use of technology and systems.
  • Experience working in a university setting.

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The final candidate must complete a background check successfully.





Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 050

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No



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