Director, Conference and Event Services, Auxiliary Services

Job description

Winston Salem, NC

Full time

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Job Description Summary
Under general supervision, the Director of Conference and Event Services has primary responsibility for the management of the Conference and Event Services area of the University and relations with University constituents participating in conference programs. Position plans, schedules, markets and coordinates conferences, workshops, seminars and similar events held on campus. Has responsibility for the conceptualization and management of the outreach and external education programs/conference

Job Description

*A cover letter is required with application.*

Essential Functions:
  • Manages and coordinates the University Conference Program, including summer conferences. Specific areas of responsibility include the hiring, training and supervision of conference staff; recruiting, contacting, and meeting prospective conference clients; coordinating logistics associated with groups utilizing campus facilities such as housing, food service/catering and meeting facilities for conference groups, and initiating final billing statements. Emphasis is on growing/enhancing the University Conference Program.
  • Oversees conference budgets and works with marketing and assessment specialists in evaluating and strategically planning marketing activities for the unit.
  • Holds leadership role sin interdepartmental collaborations including but not limited to: Facilities, Residence Life and Housing, Academic Space Planning
  • Responsibilities include: leasing, marketing and resolving customer concerns.
  • Negotiates, executes and administers conference contract terms; issues invoices for services and collects fees.
  • Assists in the annual budget preparation process and regularly monitors expenditures and revenue streams.
  • Assists customers in planning conference details, including dates, length of stay, locations, registration, meeting and recreational facilities and equipment, food service, external tours, special events and related arrangements.
  • Reserves classroom and meeting space and makes arrangements for and oversees the preparation of facilities, including speaker's tables, seating configurations, overall dcor, audio-visual equipment, telephone service and related equipment and facilities, including the inspection of facilities.
  • Serves on a variety of committees, projects, and programs within the Administration Division and the University community.
  • Performs other related duties as assigned.

Required Knowledge, Skills, and Ability
  • Bachelor''s Degree required with concentration in Higher Education Administration, Business Administration, Hospitality Management or related field, plus 5-7 years full-time experience in conference and guest services, business administration, housing operations or a combination of directly related experiences and education.
  • Master's degree preferred.
  • A track record of progressively more responsible or expansive related work experience required.
  • Business related courses, marketing, public relations and event planning and certification preferred.
  • Demonstrated ability in integrated logistical planning of multiple complex meetings, conferences and/or other special events.
  • Skill in planning and coordination of complex assignments and projects across multiple organizational units.
  • Ability to effectively communicate with a variety of constituents both orally and in writing, including the delivery of presentations.
  • Skill in negotiation of vendor service contracts and administration
  • Proficiency in Office software to include Microsoft Word, Excel, Powerpoint, and the Internet.
  • Strong interpersonal skills, including an ability to analyze and solve problems.
  • Ability to organize workflow and coordinate activities within the office and with other departments.
  • Ability to interpret policy and procedures established at the University, including knowledge of contract documents, specifications, compliance and product/service quality.
  • Skill in budget preparation, general accounting principles, fiscal management and records maintenance.
  • Ability to train and supervise employees, to include organizing, prioritizing and scheduling work assignments.
  • Knowledge of marketing strategies, processes and available resources.
  • Skill in examining and re-engineering operations and procedures.
  • Ability to work weekends as assigned.
  • Valid driver license with a good driving record; must be insurable.

Physical Requirements:

Light work: Exerting up to 20 pounds of force occasionally. Climbing, stooping, kneeling, crouching, reaching, walking, pulling, lifting, fingering, grasping, talking, hearing, repetitive motions. Close visual acuity. Subject to both environmental conditions: Activities occur inside and outside. Not substantially exposed to adverse environmental conditions.

Supervisory Responsibility:

Supervises staff including scheduling and assigning work, reviewing performance, recommending salary increases, promotions or discharges. Supervises and evaluates, the Administrative Coordinator for Conference and Guest Services, the graduate assistant and the Summer Conference Staff.

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

Additional Job Description

Time Type Requirement
Full time Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

All staff positions are open for seven days from the posted date. Applications are reviewed daily for priority consideration.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.





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Job No:
Posted: 8/11/2018
Application Due: 8/14/2018
Work Type: