Program Dir, Acad & Stu Svcs (Oglesby Union)
Job ID: 44510
Full/Part Time: Full-Time
Provides strategic leadership, management, guidance, and day-to-day oversight for the scheduling, planning and production of campus-based events and conferences. Balances competing needs and avoids scheduling conflicts to successfully execute campus events and conferences that reflect the quality and reputation of Florida State University. Directly supervises two full-time assistants and has indirect supervision of five coordinators as well as approximately 50 student assistants. Fosters a culture of teamwork and shared vision for events. Develops relationships with campus partners to build a network of campus professionals dedicated to designing and executing high-quality events. Serves as system administrator for Event Management Systems (EMS) software and oversees its expansion and implementation across campus.
Develop, lead, and manage the policies and procedures related to the reservation and scheduling of meeting and event spaces for the Oglesby Union, the Division of Student Affairs, and select campus partners. Utilizing best practices, and with emphasis on efficiency and a streamlined approach, manage the staff responsible for and the processes by which recognized student organizations, faculty, staff, and external clients reserve and utilize campus spaces. Provide and oversee event consultation and permitting services focused on producing safe and well-managed events.
Direct, lead, and manage event operations services for the Oglesby Union, the Division of Student Affairs, and select campus partners. Efficiently manage staff and resources to maximize the quantity and quality of services provided, including event management/supervision and production support (i.e. meeting/event space setups and audio-visual services). With a firm commitment to guest satisfaction and positive event experiences, develop and oversee the training of event personnel including full-time coordinators and student assistants such as building managers, production support, and information desk attendants. Implement a continuous improvement process, including post-mortems, post-event questionnaires for guests, internal staff surveys, etc., whereby reservations and event services are immediately reviewed for successes and areas of improvement.
Establish relationships with and secure support from area convention and tourism bureaus and actively promote and market event facilities and services to external clients. Meet and exceed generated revenue goals. Prepare, monitor, and manage departmental income and expenses to maximize profitability. Ensure departmental compliance with university cash handling, payment card data security, and related accounting requirements. Conduct annual market comparisons and recommend changes to rate structure as appropriate.
Cultivate, maintain, and foster customer-centric relationships with faculty, staff, students, and external client users of campus spaces. Build partnerships and working relationships with event planners, coordinators, support personnel across campus (i.e. safety, facilities, transportation, audio-visual, food service, communications, etc.), and with external event services vendors. Lead the campus committee for event planning and represent the Oglesby Union on various committees and programming boards such as the Family Weekend Committee, Orientation Steering Committee, and other teams and workgroups as assigned. As resources allow, serve as a delegate to external industry associations and encourage the development of staff though advanced training, professional development opportunities, and applicable industry certifications.
Serve as software administrator for Event Management Systems (EMS) software. Utilizing best practices, develop a seamless and timely process for expanding the EMS software environment and associated services to other areas of campus. Perform and install regular updates to EMS systems and work with IT support to ensure EMS servers are patched, updated, and operating smoothly. Manage other software systems specific to the Oglesby Union, including applications used for event diagramming, employee scheduling, lost and found, and other related services. Track and report data related to the utilization of space by various group types. Compile and submit a detailed analysis of space utilization at the close of each fiscal year.
Bachelor's degree and six years of experience related to the duties of this position; or post high school education and experience equal to ten years related to the duties of this position.
(Note: Higher education may substitute for experience at the equivalent rate.)
Ability to demonstrate effective customer service skills.
Experience utilizing problem solving skills.
Experience with event planning.
Experience preparing and monitoring budget information.
Experience Ability to train and supervise employees.
Ability to communicate effectively verbally and in writing.
Experience Event Management Systems (EMS) software.
Knowledge of and ability to interpret and apply related University policies, procedures, principles, and practices.
Applicants upload a cover letter with the application.
Anticipated Salary Range
This is an A&P (Administrative and Professional) position.
Criminal Background Check
This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.
How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
**Applicants please upload a cover letter with the application.
Request Letters of Reference
This position requires that you have three confidential professional letters of recommendation submitted on your behalf. Follow the steps below to request these letters through our system:
1) After submitting your application, click the Return to Job Search link;
2) Click the My References link;
3) Click the Send/View Reference Request button next to the appropriate position; and
4) Follow the steps on that page to send your references a system generated email requesting they submit a letter of recommendation on your behalf.
You may also return to the My References link and click on "Send/View Reference Request" to see if your references have responded, add additional references, or resend requests.
Tobacco Free Campus
Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.
Equal Employment Opportunity
An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf