Assistant Director of Campus Services, Conferences & Events

Tracking Code569-662 Job Description

Assistant Director of Campus Services, Conferences & Events

REPORTS TO: Director of Campus Services

OFFICE LOCATION: Warch Campus Center

PRIMARY OBJECTIVE:

Maximize use of campus facilities to generate auxiliary income for the University. The Assistant Director of Campus Services, Conferences & Events is responsible for working closely with external groups, University staff, contracted dining services and campus services to plan and execute successful events and programs. This person will be expected to generate rental and housing income and food service business. He or she will achieve quality customer service through attention to detail, professionalism and high standards, keeping in mind that service levels will impact the perceptions of the community, prospective students and their parents.

DUTIES:

• Manage all aspects of facility rentals including but not limited to sales, contracts, leases, insurance requirements, invoicing and event management. Collaborate with internal and external entities to coordinate facility usage throughout campus while maximizing building use. This may include some rentals at the wellness center but does not include athletics events taking place in facilities on the south side of the Fox River. Consistently look for opportunities to generate additional income (e.g. EAA housing).
• Serve as primary point of contact for all weddings, banquets, receptions and other events that combine catering and Warch Campus Center facility usage.
• Negotiate contracts, respond to RFPs, conduct tours as needed.
• Manage all aspects of summer conferences, residence hall accommodations and summer conference services staff.
• Ensure compliance with Agriculture, Trade and Consumer Protection 78 (ATCP 78) Recreational and Educational Camps Wisconsin statutes. Manage annual licensing inspection, notifications to law and safety officials and staff. Retain copies of health records, medical logs and emergency procedures as required.
• Ensure facility users are aware of and comply with Lawrence University’s Policy on Minors.
• In collaboration with the Warch Campus Center Director and Bon Appetit, develop strategies and relationships for increasing Warch Campus Center rental and catering business.
• Maintain Conference & Event Services website section and marketing information on various event and wedding websites.
• Manage setup, facility needs, staffing and technical needs for events
• Evaluate systems and processes, providing suggestions to improve efficiency and effectiveness when necessary.
• Conduct competitive benchmarking for annual price increases if applicable.
• Handle other duties as assigned.

WORKING RELATIONSHIPS:

The Assistant Director of the Warch Campus Center will work closely with the Warch Campus Center staff. Additionally, the assistant director will have working relationships with contracted dining services staff, reservations office, student set up/technical crews, security, the communications office, campus services, facility services, community members, students, faculty, staff, student workers, external vendors and the student affairs team.

KNOWLEDGE, SKILLS & ABILITIES:

• Three years of experience in event planning, project management, sales, marketing and/or community relations expected.
• Excellent verbal and written communication skills: concise, articulate, and confident with the ability to represent the university in a professional manner.
• Demonstrated ability to prioritize and organize work flow and follow through on projects, assignments and daily responsibilities.
• Must have the ability to make responsible decisions in stressful situations and fast paced environment.
• Exceptional analytical problem solving skills.
• Ability to work independently.
• Collaborative working style - able to cultivate strong relationships.
• Ability to represent the university in a professional manner.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Visio (Room Diagram) Software
• Some evening and occasional weekend work required.
• Familiarity with a liberal arts college and its educational mission and philosophy preferred.
• We encourage applications from individuals who will help us create a more inclusive Lawrence by: (1) further diversifying the staff; and/or (2) demonstrating experience serving diverse populations and working successfully with diverse colleagues.

EMPLOYMENT REQUIREMENTS:

• Must have successful completion of criminal record check, driving record check and reference checks.
• Must possess valid Wisconsin driver's license and ability to meet university driving standards.

Job Location Appleton, Wisconsin, United StatesPosition TypeFull-Time/Regular