Assistant Director of Conferences and Special Events

Location
Amherst, MA
Posted
Aug 29, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution


Full-time, year round position, job group and level SM-2

Amherst College invites applications for the position of Assistant Director of Conferences and Special Events.

The Assistant Director (AD) is a key member of the Conferences and Special Events team reporting to the Director of Conferences and Special Events (CASE). The AD joins a team of highly motivated colleagues responsible for a wide array of engaging events that advance the educational and cultural mission of the college, and manages a dynamic summer program operation with 40+ educational and athletic programs. The AD is responsible for the supervision and development of two staff members and serves as CASE department manager in the absence of the Director.

The AD plans, organizes, coordinates and markets a diverse array of programs, including events that occur during the school year, such as guest speakers, academic symposiums, multi-day conferences, seasonal festivals and special events which include Commencement. In addition to these responsibilities, the AD serves as a resource to the campus community for the College's room reservation software, Event Management Systems (EMS), providing operational support to CASE employees and serving as a backup to the Room Reservations Manager and Director.

The AD takes appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive and welcoming work environment.

Key Responsibilities

Summer Programs Management
  • Market Amherst College to summer conferences and programs that complement the college mission to secure new business, expand awareness of the college among key constituencies, maximize revenue and build longstanding relationships
  • Assess and balance the requirements of each summer program to develop a schedule that maximizes campus facilities and resources
  • Inspire and secure the interest of current and prospective summer partners with thoughtful personal contact and soundly developed information about campus facilities and other related resources
  • Develop, process and review contracts with summer partners with support from college legal counsel and the Five College Risk Management Office
  • Recruit, train and manage students and casuals who serve as the daily operations staff for the summer programs operation
  • Design, develop and manage the distribution of summer conference marketing materials.
  • Collaborate with other college departments on meeting summer program needs and solving related challenges, contracting with external vendors when needed
  • Provide and ensure excellent customer service to guarantee summer partners return annually
  • Prepare, manage and monitor annual summer programs budget and prepare timely annual reports and financial analysis as required
  • Ensure sound pricing schedule for summer partners based on careful analysis of services and facilities needed, oversee billing and collections
  • Oversee summer program website
  • Manage all campus spaces during the summer session, processing requests utilizing the EMS room reservation software

Conferences and Special Events (CASE)
  • Collaborate with colleagues in CASE and the Office of Communications to plan, develop, budget and market events creatively, thoughtfully and effectively to promote awareness, excitement and attendance
  • Research and execute each event with exceptional attention to detail from start through completion, including ensuring that all event elements enhance the quality of the event and Amherst's reputation
  • Negotiate contracts, consulting with legal counsel when necessary
  • Assist academic departments and faculty members with events featuring visiting scholars, including planning, marketing, logistics and on-site event management.
  • Train and manage students hired to support events
  • Supervise and provide developmental leadership to two staff
  • Advise Amherst College students on the scheduling, marketing, organizing and execution of student-sponsored events

QUALIFICATIONS

Required
  • 5 years of related experience planning conferences and events
  • Bachelor's degree or, in lieu of degree, 8 years of related experience planning conferences and events
  • Valid driver's license and successful credentialing in order to operate college vehicles
  • Experience negotiating contracts and coordinating logistics for a diverse portfolio of external conferences and events at a college or university
  • Experience in business communications and the development of print and digital materials to market event facilities and services
  • Experience in major events management
  • Proficiency with Event Management System (EMS - Dean and Assoc.) or similar reservation software to schedule campus facilities and resources
  • Superior time-management skills, including ability to multi-task, function efficiently with aggressive schedules/timelines, and work in a fast-paced and deadline-oriented environment
  • Exceptional customer service skills and proven ability to establish and maintain a distinguished customer focused operation
  • Supervisory experience, including demonstrated staff management and leadership skills
  • Prior experience working with, contributing to and/or serving a diverse community
  • Proven strong verbal and written communication, interpersonal, organizational, project management and customer service skills
  • Superior attention-to-detail, proofreading and editing skills
  • Knowledge of marketing, including use of print and web formats
  • Proficiency with Microsoft Word, Excel and PowerPoint
  • Working knowledge of Adobe InDesign
  • Work schedule flexibility to support evening and weekend events
APPLICATION INSTRUCTIONS

Interestedcandidates should submit a cover letter, resume, the names and contact information (email and/or telephone numbers) for three professional references. Review of applications will begin immediately and will continue until position is filled.
ABOUT AMHERST COLLEGE
Amherst College is an equal opportunity employer and encourages women, persons of color, and persons with disabilities to apply. The College is committed to enriching its educational experience and its culture through the diversity of its faculty, administration, and staff.
Amherst College, one of the premier liberal arts colleges in the nation, is located in Amherst, Massachusetts, a town of approximately 35,000 residents in the western part of the state. The college's community is composed of about1,800 students from 48 states, plus Washington, D.C., Puerto Rico and 54 countries around the world, and about 1,000 staff and faculty. The college's scenic 1,000-acre campus includes a 500-acre wildlife sanctuary and the Book & Plow Farm ; three museums: Emily Dickinson Museum , Beneski Museum of Natural History and Mead Art Museum ; and multiple educational and cultural venues and resources through the Five College Consortium. The town of Amherst offers an amazing variety of coffee shops, restaurants and entertainment, and a very active outdoor life. Our vibrant campus, diverse community and beautiful surroundings, makes Amherst College and the town of Amherst the perfect place to work, learn and live!

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