Manager of Campus Events and Conferences

The Manager of Campus Events and Conferences is responsible for the planning coordination execution and business development of University events conferences meetings ceremonies and special programs for both internal and external clients. The Manager provides comprehensive event management services to academic and administrative departments student organizations external organizations community partners businesses associations and other clients utilizing University facilities.

The position serves as a primary point of contact for campus event planning and conference services and coordinates facilities technology catering public safety vendors equipment staffing and other logistical requirements necessary for successful events.

The Manager is also responsible for supporting the Universitys efforts to generate revenue through conferences facility rentals summer programs meetings special events and other appropriate uses of University facilities. The position develops relationships with prospective and existing clients promotes available University facilities and services and identifies opportunities to increase external utilization of campus resources.

The Manager ensures that internal and external clients receive professional responsive and consistent service while ensuring events comply with University policies procedures operational requirements and contractual obligations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Planning and Management

• Plans coordinates and executes meetings conferences academic programs ceremonies special events and large-scale University events from initial consultation through completion.
• Serves as project manager for assigned events developing event plans timelines room configurations resource requirements staffing plans budgets and logistical documentation.
• Consults with clients to determine event objectives anticipated attendance space requirements technology needs catering accessibility considerations security requirements and other operational needs.
• Coordinates scheduling and use of University facilities to maximize effective utilization of campus space while minimizing scheduling and operational conflicts.
• Guides internal clients through the Universitys event planning and approval processes including space reservations facilities requests catering technology public safety accessibility and other required services.
• Develops event proposals cost estimates service requirements and other documentation for external clients in accordance with established University pricing and procedures.
• Coordinates contracts facility-use agreements certificates of insurance deposits invoices and other required documentation in collaboration with appropriate University offices.
• Coordinates accommodations catering technology security facilities parking transportation signage and other services required for external conferences and events.
• Serves as the liaison between external clients and University departments to ensure client requests are accurately communicated and appropriately fulfilled.
• Develops and implements strategies to increase revenue generated through external conferences facility rentals meetings camps summer programs special events and other appropriate uses of University facilities.
• Provides responsive and professional customer service while appropriately managing client expectations.
• Prepares and communicates event cost estimates for internal and external clients in accordance with established University rates policies and procedures.
• Maintains appropriate financial records related to external events including estimates deposits invoices payments refunds and event-related expenses.
• Coordinates arrangements for speakers presenters performers and special guests.
• Provides day-to-day leadership and direction to administrative support staff and/or student employees involved in event coordination and execution.
• Trains staff on event procedures technology systems customer service expectations resource utilization and University policies.
• Coordinates and supervises event staff student employees contractors subcontractors and vendors as necessary for assigned events.
• Works with external vendors and service providers to ensure contractual operational financial and service requirements are met.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting standing walking and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS:

The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents) detailed work confidentiality language math reasoning oral communications written communications customer contact multiple concurrent tasks constant interruptions and performing calculations when necessary.

About Assumption University:

St. John Paul II wrote: Mans creation by God in his own image confers upon every human person an eminent dignity; it also postulates the fundamental equality of all human beings. Assumption University recognizes the essential contribution of a diverse community of students staff and faculty and condemns all forms of harassment discrimination and disrespect.

As such and in compliance with the requirements of federal law and/or the laws of the Commonwealth of Massachusetts Assumption University prohibits discrimination on the basis of race color national origin religion disability age veteran status marital status gender gender identity sexual orientation and pregnancy as well as other legally protected status in admission to access to treatment in or employment in its programs and activities except where such conditions may constitute bona fide qualifications for the programs or activities in question.

• Bachelors degree required. Bachelors degree in event management hospitality business administration marketing communications higher education administration or related field preferred.
• Three to five years of progressively responsible experience in event planning conference services hospitality higher education facilities coordination sales business development or a related field preferred.
• Experience developing external client relationships and generating conference hospitality event facility rental or related revenue preferred.
• Experience coordinating complex events involving multiple departments vendors service providers and stakeholders preferred.
• Previous experience supervising student employees temporary staff event personnel or vendors preferred.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to communicate effectively with senior administrators faculty staff students businesses external organizations vendors speakers guests and members of the public.
• Ability to work independently exercise sound judgment establish priorities and make appropriate operational decisions.
• Demonstrated proficiency with Microsoft Office applications and experience with Ad Astra or comparable event scheduling and space-management systems preferred.