Job DetailsLevel ExperiencedJob Location St Augustine Campus - St Augustine, FLPosition Type Full TimeEducation Level 4 Year DegreeTravel Percentage NegligibleJob Shift AnyJob Category SalesDescription POSITION SUMMARY

The Conference and Facility Rental Manager is responsible for the day-to-day operations and year round logistical coordination of Flagler College conferences and external events (including weddings, special events, and athletic and academic camps). The individual is responsible for directing external marketing, rental of facilities, and coordinating scheduling and logistics for both external and internal summer camps, conferences, weddings, special events and workshops.

This is a full time, 12-month position. The individual will actively market Flagler College facilities securing future weddings, conferences and summer camp business.

ESSENTIAL FUNCTIONS

Specific responsibilities include, but are not limited to:

• Responsible for the day-to-day operations of the department, which will require evening and weekend work according to event scheduling.
• Recruits, trains, and supervises student conference staff
• Provides facility support and oversight for large scale, high profile events and summer conference/off season rental opportunities that generate net revenues to the College. Develop business plans and coordinates goals with Business Office.
• Develops and implements a comprehensive conference/summer camps/events marketing plan to attract external clientele to Flagler College
• Develops conference/event business through relationships as well as marketing, and networking in the local community to create and nurture existing and new business relationships.
• Coordinates the summer conference and camp schedule, and assigns facilities for all internal and external summer programs
• Works with the campus community and external clients to schedule all conference needs to the appropriate campus facilities and residences based on availability, type of program, projected number of attendees, dining service needs, group spaces, and other requirements
• Maintains scheduling database and works with scheduling coordinator to communicate schedule/facility changes to appropriate parties
• Manages arrivals/departures, coordinates with the audio visual team, facilities services, security department, and with catering/dining services
• Participates in marketing and sales activities highlighting Flagler College as a potential venue
• Works closely with college Cabinet to develop and implement policies and procedures related to conference services; assesses health and safety, and related risk issues
• Coverage of external events and conferences on evenings and weekends when necessary
• Coordinates all aspects of events with the group's event planner, and serves as main point of contact
• Communicates and resolves problems effectively and in a timely manner with event organizers
• Fosters and maintains contacts with a wide array of vendors to ensure consistent delivery of needed goods and services for conference and event programs
• Establishes pricing in coordination with the Vice President of Business services; provides quotes; generates contracts; generates invoices
• Provides insurance requirements and monitors compliance with conference and event policies, according to college policy
• Process space requests (paper + electronic) made by clients in cooperation with the scheduling coordinator
• Obtains detailed information from client on event type and event requirements to ensure success of event
• Works closely with the Facilities staff to ensure appearance and cleanliness of the space is appropriate to the client
• Serves as a liaison between the group's event planner and the college service/support departments to ensure success of the event or conference
• Ensures that all events and camps comply with all government regulations and college policies and procedures
• Performs other duties as assigned

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Knowledge of the college environment
• Proven customer service interpersonal/human relations skills
• Professional verbal and written communication skills
• Successful supervision of direct reports
• Ability to organize time and projects, and precision with details
• Ability to relate effectively with both institutional personnel and the public

Applications will be accepted until the position is filled.

Qualifications Education and experience equivalent to: Bachelor’s degree supplemented with two (2) years of related experience in marketing, sales or event management or an Associate's Degree supplemented with significant management or sales experience in conference and event sales & management or hotel and resort management.

The Manager must be available to work evenings and weekends during summer camps/conference programs and special event season (from mid-May through early August). During the non-summer session, flexibility to be available for rental and event coordination is necessary.

• Proficiency in Microsoft Office Suite
• Experience with,
  • Management in an ERP system
  • Scheduling software preferred
  • Event management reservations software
• Possess knowledge of,
• basic meeting and conference booking and planning procedures
• creating and maintaining event sales contracts, service agreements, banquet or catering event orders
• general knowledge of college operations and procedures

Prior experience in marketing and event management in a higher education setting a plus

Flagler College is committed to diversity, inclusion, and pursuit of higher education with adherence to high ethical standards. It is the policy of Flagler College not to discriminate in admission, treatment, or access to, or employment in, its programs or activities on the basis of race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic.