Conference Manager

Employer
The University of North Carolina at Charlotte
Location
UNC Charlotte Main Campus
Closing date
Sep 13, 2021

Job Details

Vacancy Open to:

All Candidates

Employment Type:

Permanent - Full-time

Hours per week:

40

Months per year:

12

Position Number:

001204

NC Salary Grade Equivalency:

63

Classification Title:

University Program Associate - Journey

Working Title:

Conference Manager

Salary Range:

$37,203 - $44,218

Anticipate Hiring Range:

$37,203 - $41,794

FLSA Status:

Non Exempt

Division:

Student Affairs

Department:

Student Union Activities & Rec(Adm)

Work Unit:

Cone Center Conferences

Work Schedule:

8:00 am – 5:00 pm; Monday – Friday with occasional evening and weekend hours required, as necessary.

Primary Purpose of Position:

The Conference Manager serves as an integral part of the daily operation of the Conferences, Reservations and Event Services (CRES) program and responsible for the logistical coordination of meetings, conferences, camps and special events designed to meet the needs of the customer while adhering to State, University and departmental policies and procedures.

Coordinates a variety of University facilities and services for events. This work is performed by utilizing various software programs to confirm space availability and make appropriate facility and services accommodations needed for the event.

Works collaboratively with numerous constituencies including, but not limited to, Housing, Dining Services, Auxiliary Services, Police and Public Safety, Parking Services, Facilities Management, University Recreation, Athletics, etc. in order to coordinate services on behalf of the customer.

Develops bid proposals/estimates and prepares accurate and thorough contracts and invoices for events. They must have the ability to work on multiple tasks simultaneously and demonstrate strong interpersonal and communication skills, both verbal and written.

Must possess the ability to function professionally with frequent interruptions and deadlines, and must exhibit high-end customer service skills at all times.

Minimum Education/Experience:

Required Minimum Qualifications:

Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

University Preferred Qualifications:

Graduation from a four year college or university and one year of related experience; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Essential Job Duties:

• Responsible for the logistical coordination of meetings, conferences, camps and special events for both internal and external customers.
• Work collaboratively with other staff members in Conferences, Reservations and Event Services (CRES) at all times to promote team unity, especially in times of high demand or vacations.
• Maintain open communication with customers throughout the extent of the event process to discuss details ensuring that all needs and expectations are communicated and managed.
• Develop in-depth understanding of the processes and policies within each service department directly involved in event execution (e.g. audio visual, food and beverage, set up, parking, housing, etc.) to be able to interpret and communicate these policies to customers.
• Ensure all assigned space and resources are accurately reserved and are in compliance with state, University and CRES policies, procedures and regulations.
• Conduct and/or attend informational meetings with on-campus service partners on a regular basis to ensure accurate event arrangements according to customer’s needs.
• Gather and compile accurate and thorough event documentation including proposals, contracts and invoices for outlining the services required and compensation expected for facilities and services rendered.
• Consult regularly with the customers on any changes to agreement and relay information in a timely manner to service partners.
• Conduct and summarize customer service surveys, evaluations and program assessments to measure service effectiveness and offer recommendations for future improvements.
• Develop and nurture strong working relationships across various campus departments in an effort to build solid and effective partnerships, accomplish objectives and foster innovation.

Other Work Responsibilities:

• Remain current and knowledgeable on services and products available in order to provide detailed explanation of resources to customers.
• Ensure required forms/documents are completed, submitted and approved by established deadlines.
• Ensure all scheduling fees, deposits and payments are received and recorded according to the University’s payment guidelines.
• Maintain accurate and updated information on required documents, calendars and checklists.
• Use knowledge, resources and delegated authority to provide resolutions to issues and problems.
• Serve as back up for other CRES staff by answering telephones, assisting with walk-in inquiries, and accepting and entering reservation requests as needed.
• Develop relationships with key vendors to establish future business (e.g. hotels, business organizations, community groups, etc.).
• Demonstrate awareness of department’s global impact on the campus by informing the University community and customers of current and revised event policies and procedure that affect standard business practices through educational workshops and training sessions.
• Uphold daily departmental expectations and ensure that services provided are at the highest possible level.

Departmental Preferred Experience, Skills, Training/Education:

• Bachelor’s Degree in Event Planning, Management, Hospitality or other related field.
• 2-4 years experience in a professional event planning environment.
• Excellent written and oral communication skills.
• Outstanding customer service and client relations skills.
• Proficiency in computer software including Microsoft Office and Google.
• Ability to work with a diverse clientele.
• Ability to multitask and conduct business in an active and constantly changing environment.
• Previous experience working in an institution of higher education.

Work Location:

UNC Charlotte Main Campus

Posting date:

06/16/2021

Closing date:

08/01/2021

Proposed Hire Date:

08/16/2021

Special Notes to Applicants:

This posting will fill two vacant Conference Manager positions in Conferences, Reservations and Event Services (CRES).

Please submit a resume and cover letter with your application.

* These documents are used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.

Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

* Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

* Failure to answer the questions at the end of the application will not preclude your application from consideration, but it may result in your application not receiving full consideration of your knowledge, skills, abilities, education and experience.

Organization

About Us

UNC Charlotte is North Carolina's urban research university. It leverages its location in the state's largest city to offer internationally competitive programs of research and creative activity, exemplary undergraduate, graduate and professional programs, and a focused set of community engagement initiatives. UNC Charlotte maintains a particular commitment to addressing the cultural, economic, educational, environmental, health, and social needs of the greater Charlotte region. 

Located in the state’s largest metropolitan area, UNC Charlotte is among the fastest growing universities in the UNC System.  A large public university with a small college feel, UNC Charlotte’s 1,000-acre campus is the home away from home for more than 29,000 students.  The University offers internationally competitive research and creative activity opportunities and exemplary undergraduate, graduate and professional programs coupled with a focused set of community engagement initiatives that enrich the region’s quality of life.

In fulfilling our mission, we envision a University that promises:

  • An accessible and affordable quality education that equips students with intellectual and professional skills, ethical principles, and an international perspective.
  • A strong foundation in liberal arts and opportunities for experiential education to enhance students’ personal and professional growth.
  • A robust intellectual environment that values social and cultural diversity, free expression, collegiality, integrity, and mutual respect.
  • A safe, diverse, team-oriented, ethically responsible, and respectful workplace environment that develops the professional capacities of our faculty and staff.

To achieve a leadership position in higher education, we will:

  • Rigorously assess our progress toward our institutional, academic, and administrative plans using benchmarks appropriate to the goals articulated by our programs and in our plans.
  • Serve as faithful stewards of the public and private resources entrusted to us and provide effective and efficient administrative services that exceed the expectations of our diverse constituencies.
  • Create meaningful collaborations among university, business, and community leaders to address issues and opportunities of the region.
  • Develop an infrastructure that makes learning accessible to those on campus and in our community and supports the scholarly activities of the faculty.
  • Pursue opportunities to enhance personal wellness through artistic, athletic, or recreational activities.
  • Operate an attractive, environmentally responsible and sustainable campus integrated with the retail and residential neighborhoods that surround us.

Dual Career

The University of North Carolina at Charlotte is committed to the recruitment and retention of highly qualified and productive faculty, administrators, and other professional staff members. We recognize that career decisions are influenced by family considerations.  For up to one year from the date of an employee’s relocation to Charlotte, the University will assist the employee’s  spouse or domestic partner with efforts to find employment within the University and/or within the surrounding area.

Diversity at UNC Charlotte

UNC Charlotte is committed to cultivating diversity and inclusion throughout the campus. Our campus community is comprised of people who represent the wide breadth of gender identities, sexualities, races and ethnicities, faith traditions, nationalities, and other social groups and backgrounds.  All of these identities and experiences enrich the University as a whole.  UNC Charlotte strives to celebrate and leverage the benefits of this diversity, and to sustain an inclusive and welcoming environment for all students, faculty, and staff.

To learn more about plans, programs, resources and news and events relating to diversity and inclusion at UNC Charlotte please use the following link: https://diversity.uncc.edu/

To access the full text of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion please use the following link: https://diversity.uncc.edu/sites/diversity.uncc.edu/files/media/Campus%20Plan%20for%20Diversity%2C%20Access%2C%20and%20Inclusion%202016.pdf

Optional text if space allows….

Overview of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion.

The goal of quality education for all at UNC Charlotte is the foundation for our Diversity Plan.  At its fullest potential, higher education allows students to interact with people from different backgrounds and to engage a range of ideas and perspectives.  This educational experience cultivates the skills that graduates will need to function adeptly in a global society.  

As North Carolina and the Charlotte region undergo rapid population growth and demographic change, UNC Charlotte must respond to the needs of a more diverse student population. It is imperative that the University prepare its students to become leaders and thriving citizens in a pluralistic and multicultural society. In adopting our Diversity Plan, we affirm that:

  •  

    • We believe that a diverse faculty, staff and student body are critical in advancing teaching, scholarship, and community engagement at UNC Charlotte.
    • We are committed to enhancing opportunities for living, working and learning in a diverse environment
    • We are committed to educating our students to interact effectively and respectfully in the global community. 

      The Plan identifies components of a diverse campus community and outlines steps toward building an inclusive environment that promotes the success of all students, faculty, and staff. It is a living document that affirms our institutional values and is designed to offer guidance to University departments and units for achieving the University goals for diversity.  The seven broad objectives of the Diversity Plan are:

      1: Promote a broad understanding of goals for diversity, access, and inclusion for the University through active outreach to the campus community.

      2: Recruit and graduate a diverse student body that reflects community diversity and addresses the state’s need to increase access to higher education for historically underrepresented and economically disadvantaged students.

      3: Increase the recruitment of underrepresented faculty and advance their progression through the faculty ranks.

                  4: Increase the representation of staff from underrepresented groups.

      5: Ensure the presence of institutional environments and course development that enhance learning and appreciation for the full range of diversity.

      6: Develop external relationships with the community to enhance diversity on and off campus.

                  7: Ensure the Success of the Plan through Assessment, Accountability, and Recognition.

       

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