Director of Event Services

Location
Jersey City, New Jersey
Posted
Sep 11, 2017
Institution Type
Four-Year Institution

Director of Event Services

Summary:

Under the direction of the Vice President for University Advancement, the Director of Event Services is responsible for scheduling and coordinating rental events for external organizations and works with various internal clients to facilitate events across the University.  Oversees theatre facilities; providing policies, procedures and collaboration with university standards to all events held in the theatres.

Examples of Duties:

  • Organizes conferences and events, university wide and in the theatres: including determination of appropriate clients, correspondence with clients/prospective clients, facility tours, providing facilities request forms, and follow-up with inquiries.

  • Advise college administration of recommended renovations, capital equipment purchases and other needs that could increase potential revenue from clients.

  • Maximize revenue from conferences and events and increase the visibility of the University.

  • Develop standards of operation, policies and procedures, and business practices for all University events – internal and external -- that are consistent with current industry trends and the mission of the University.

  • Responsible for preparing rental and licensing agreements including cost estimates.

  • Oversee the development of new conferences and programs that meet the diverse needs of the university community and support of the University’s goals and objectives.

  • Develop, implement, and maintain a marketing program to make potential clients aware of the availability of University venues as event sites.

  • Maintain an event and conference services web site within the University’s official web site.

  • Administer the software used by the University to manage events.

  • Oversees all aspects of scheduled events from beginning to end.

  • Handle event logistics including room arrangements, speaker needs, housekeeping; etc.

  • Coordinates catering arrival/departure times and set up location(s).

  • Coordinates presentation materials with the IT Department and informs them of clients AV needs;

  • Notifies relevant NJCU departments and staff of scheduled events in a timely fashion.

Qualifications:

Bachelor’s degree with a minimum of 6 years of experience leading conferences and events.  Experience with budgets, cost estimates and invoicing.  Excellent communication, interpersonal, and organizational skills; strong attention to detail; team-oriented work style; experience managing a complex schedule; and strong writing and computer skills (Outlook, Excel, PowerPoint, MS Word).

Knowledge, Skills and Abilities:

  • Knowledge of budgeting and accounting principles and practices.

  • Knowledge in scheduling, box office operations and contract administration.

  • Knowledge of supervisory practices and principles.

  • Knowledge of technical requirements for various events.

  • Skill in public relations and handling complaints.

  • Skill in organization required to coordinate several events simultaneously.

  • Skill in both verbal and written communication.

CUT -OFF DATE FOR FILING APPLICATIONS: Monday, October 2, 2017