Conference Services Manager
- Employer
- University of Wisconsin-Oshkosh
- Location
- Wisconsin, United States
- Salary
- Salary Not Specified
- Date posted
- Mar 11, 2021
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Working Title: Conference Services Manager Official Title: Administrative Program Manager I Employment Class: Non-Instructional Academic Staff FTE: 1.0 Compensation: $48,000-52,000 FLSA Status: Exempt Terms of Employment: 12-month, annual, fixed-term renewable Position Summary: The Conference Services Manager serves as a member of the Department of Residence Life Conference Services Management Team (Gruenhagen Conference Center) and is directly responsible for the oversight of the Experimental Aircraft Association AirVenture On Campus Lodging Program; co-leadership of the Oshkosh Placement Exchange higher education/student affairs placement conference; supervision of financial activities; personnel functions and management activities; serving as a liaison and contact with vital UW Oshkosh departments including, but not limited to: Facilities Management, Custodial Services, Parking, Dining Services, Student Recreation and Intercollegiate Athletic. This position will work closely with the management, coordination and execution of a high quality conference services operation within the Department of Residence Life on the UW Oshkosh campus, and in doing so, will build relationships with fellow university staff members and departments as well as external constituencies such as the Oshkosh Convention and Visitors Bureau; the Oshkosh Chamber of Commerce, and the Experimental Aircraft Association Corporate Headquarters. Responsibilities
20% The Oshkosh Placement Exchange
• Serve as the Co-chair for the annual Oshkosh Placement Exchange
Convention, which has been hosted by the Department of residence Life for
40 consecutive years
• Serve as a member of the Oshkosh Placement exchange Executive Team,
consisting of the Director of Residence Life, the two OPE chairs, and other
members of the Department of Residence Life Management team
• Serve as the Registration manager for the Oshkosh Placement Exchange for
the management of the registration process for all employees
and candidates
• Co-facilitate the Oshkosh Placement Exchange Steering Committee, a 12-
member strategic planning team responsible for the oversight
and execution of the annual convention
• Oversight of registration process for all candidates and employers
• Oversight, implementation and continued development of proprietary
registration program and management system to ensure proper
functionality and satisfaction by participants while working with a team of
program developers.
• Development and implementation of the communication system for OPE
registration processing; including email, voicemail and social media.
• Track and analyze data for OPE operations including number of
participants, number of interviews, number of interview spaces assigned to
employers and other data to provide future direction
• Assist in all marketing and public relations initiatives on behalf of OPE by
traveling to local, regional and national events. These events include trade
show booth, presentations to groups at conference events and serve as the
overall public relations representative for OPE
• Supervision of two student staff members within the Oshkosh Placement
Exchange Office in Gruenhagen Conference Center
• Assist in the development of informational materials for the OPE operation,
both printed and electronic formats
• Ensure that all OPE registration payments are entered on a timely basis; all
deposits are made on a timely basis, are correctly credited to accounts and
that all OPE candidates and employers have been paid-in-full Total
payments exceed $120,00 worth of revenue annually
• Assignment of interview spaces for the OPE employers, including
developing roasters, developing space layout diagrams and ensuring
accuracy. Keeping accounts accurate and up-to-date counts as to the
number of assigned and unassigned rooms
• Update the content of the OPE website and serves as liaison for content
management, suggest improvement on the structure, and ongoing process
of the OPE website with the Management Information Office in Residence
Life
• Responsible for on-site registration area during the days of the conference
itself. Including any trouble shooting of processes and serve as main point
of contact for participants
• Train Gruenhagen Conference Center desk staff in the registration system
to ensure that they know how to meet the needs of the OPE participants in
areas such as information about the conference and the Oshkosh area,
processing registrations, producing name tags, etc.
20% Experimental Aircraft Association AirVenture on Campus Lodging Program
(EAA)
• Direct supervision of two student Assistant Guest Reservation Managers;
one year-round and one during summer
• General supervision of two student Assistant Desk Managers during
summer.
• Management of room reservation process for about 2,000 rooms during
EAA AirVenture, serving about 5,000 guests housed during a 10-day period
• Develop and implement workflow system for EAA AirVenture reservation
processing. These systems include: order processing; payment processing;
communication processing and tracking; efficiency and accuracy of room
assignments, and general processes necessary to maintain accuracy,
efficiency, consistency, stability, and growth of the EAA AirVenture
operation
• Serve as main contact for strategic planning, ongoing development
and implementation of proprietary reservation management system while
working with a team of program developers. This system maintains all
guest contact information, reservation details, room specifications and all
payment details; including all reports and reporting capabilities
• Develop and maintain training procedures and policies for overall and
general development of services for EAA AirVenture guests; including
training for year-round, summer, and event staff.
• Hire, schedule and train of 15 Guest Reservation Employees hired during
Summer months.
• Develop and maintain a comprehensive training manual for EAA Guest
Reservation Center Workers
• Provide all information to the EAA Desk Managers necessary for check in
and check out
• Prepare statistical data for EAA on the total number of bed nights, total
number of cancellations, total number of reservations by date and revenue
related to overall reservations to analyze the operation
• Prepare data and information related to the Unrelated Business Income Tax
(UBIT) report for the processing by the UW Oshkosh Administrative Services
office.
• Management of all groups, typically over 30 different groups with the
numbers ranging from 10 to over 300 participants, for EAA including
contacting the group leader; confirming the number of rooms
requested; preparation of group contracts; collecting deposits; supplying
the group leaders with roasters; and ensuring that the roasters are
returned on a timely basis
• Meet the overall needs of the general planning, coordination
and execution of the EAA Lodging program on the UW Oshkosh campus
• Assign rooms for the EAA guests, including develop the roaster and ensure
accuracy. Keep accurate and up to date counts as to the number of
assigned and unassigned rooms
• Manage the waitlist
• Oversee the development of printed materials for the EAA operation
• Audit payments for EAA reservations to ensure that all payments are
correctly credited to accounts and that all EAA guests are paid in full
• Update the content of the EAA website and suggest improvements on the
structure of the website; work with the UW Oshkosh website manager to
implement the improvements
• Determine and order signs needed for the Guest Reservations operation
during the days of the EAA AirVenture Convention
12% Monitor All Housekeeping Operations
• Hire, supervise, train, and evaluate Housekeeping Services Supervisor
• Monitor hiring, supervision, training and evaluating of housekeeping crew
workers
• Monitor procurement of all housekeeping supplies and equipment
• Serve as a contact for coordinating of the ordering, turnover and layover of
linen with contract vendor, Badger State Industries
• Monitor and evaluate cost of linen charges with Badger State Industries
• Oversee weekend clean-up processes and procedures
• Oversee lodging room assignments for Gruenhagen Conference Center and
other residence halls, which includes coordination of building and floor
placement
• Serve as liaison for campus Facilities Management coordination for projects
during the summer months
10% Assist in the Management and Oversight of Conferences, Camps, Clinics,
Conventions and Other Meetings
• Oversee lodging rosters for all reservations as tracked within Seattle
Technology Conference Programmer
• Communicate and collaborate with fellow conference services managerial
staff related to all aspects of lodging roster management
• Communicate and collaborate with both internal and external clients
related to all aspects of lodging roster management
• Serve as a member of the core staff team in managing, coordinating and
executing our conference services operation.
7% Responsible for the Financial Operations, Budget and Contract
Administration of the Department of Residence Life Conference Services
• Oversee the daily collection and deposit of revenue within Gruenhagen
Conference Center
• Work with Finance Specialist to verify proper invoicing; payment processing
with inter-campus departments and outside vendors and ensuring timely
payment of invoices from group lodging, meeting space rental and other
services provided
• Purchasing through Central Stores, MDS and other outlets
• Linen contract with Badger State Industries
• Group reservation contracts for Experimental Aircraft Association On-
Campus Lodging Program
6% General Responsibilities
• Act as contact with Facilities Management and Custodial Services
• Attend Department of Residence Life Conference Services core staff
meetings, Department of Residence Life Central Staff meetings, Service
Level Agreement meetings with Academic Computing and Oshkosh
Placement Exchange planning meetings
• Uphold the spirit of customer service and the mission statement of
Gruenhagen Conference Center and the broader Department of Residence
Life
• Assist the Department of Residence Life Conference Services front desk
staff, building operations staff; manager on duty staff; Experimental Aircraft
Association AirVenture lodging staff and Oshkosh Placement Exchange
staff
• Perform other duties assigned by the Director of Gruenhagen Conference
Center/Associate Director of Residence Life
5% Supervise Building Operations
• Direct supervision of the Building Operations Coordinator
• Monitor staffing of Building Operations crew
• Monitor procurement of all housekeeping and maintenance supplies and
equipment
• Serve as contact for coordinating the ordering, turnover and layover of
linen
• Liaison with contracted vendor, Badger State Industries
• Oversee linen ordering, delivery and return
• Liaison with Facilities Management for coordination of projects within
building and throughout all residence halls in the summer
• Oversee lodging room assignments, including coordination of building and
floor placements
5% Liaison for Gruenhagen Conference Center with Other UW Oshkosh Campus
Departments and Community Partners
• Parking Services for processing of parking needs, parking permits to be sold
at the front desk and internal transfer of funds collected from the sale of
permits
• Facilities Management for coordination of building projects within
Gruenhagen Conference Center and other residence halls during the
summer months
• University Dining for the execution of comprehensive dining program for
EAA AirVenture
• Student Recreation and Wellness/Recreation Plex in the accommodation of
lodging needs for clients/guests using the facilities and resources of the
three complexes
• Badger State Industries for the procurement and processing of all linen
used for camps and conferences
• Office of Human Resources for hiring procedures and policies
• Office of Academic Computing for updating of proprietary programs
(FlyBy and OPE) and for the administration of the Service Level Agreement
• Represent Gruenhagen Conference Center as a member of the Oshkosh
Convention and Visitors Bureau Hospitality Marketing Group
• Represent Gruenhagen Conference Center with the Oshkosh Chamber of
Commerce
5% Continuity of Operations Planning and Execution and Emergency
Preparedness within the Department of Residence Life and Broader University
of Wisconsin Oshkosh
• Serve as a member of the Continuity of Operations Planning Team
• Coordinate tabletop exercises specifically related to Residence Life
Conference Services
• Attend and participate with community partners in the planning,
coordination and execution of emergency preparedness including the
following: American Red Cross, Winnebago County, City of Oshkosh,
Oshkosh Police Department, University Police Department and others
5% Serve as a Member of the Department of Residence Life Central Staff
Leadership Team
• Attend and actively participate in weekly management meetings
• Contribute to the overall daily coordination of the mission, values and
vision of the Department of Residence Life
• Actively participate in staff trainings in the area of diversity and inclusion
• Service to the Department of Residence Life for opening day activities
• Other duties as assigned by the Director of Residence Life
5% Oversee Student Payroll and Temporary Staff Payroll and Personnel Records
• Oversee student and temporary staff payroll and personnel records
• Liaison with the UW Oshkosh Office of Human Resources
• On boarding of student and temporary staff members
• Workflow processing related to student and temporary staff members
• Assist in the academic compliance standards for all student staff members
Qualifications Required: Bachelor's degree
Demonstrated supervision skills
Demonstrated leadership skills
Well-developed interpersonal skills and experience managing people, including comfort with diverse people and beliefs
Demonstrated commitment to diversity, equity, and inclusion
Employment experience in a higher education setting Preferred: Master's degree
Strong writing skills
Prior problem solving and conflict resolution experience
Demonstrated administrative and organizational skills
Knowledge of conference services software To Apply:
Applicants must submit the following documents using the online application:
Resume, cover letter, and contact information for 3 professional references
For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/ .
Application Deadline:
TO ENSURE CONSIDERATION: Applications received by March 25, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
Legal Notices:
AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.
Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ , or call UWO Police Department, at (920) 424-1212 for a paper copy.
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