Director of Scheduling, Events, and Conferences

Location
Virginia, United States
Salary
Competitive Salary
Posted
Jun 10, 2021
Employment Level
Administrative
Employment Type
Full Time

Working Title

Director of Scheduling, Events, and Conferences

Position Number

GA311

FLSA

Exempt

Appointment Type

Full Time

Sensitive Position

No

Sensitive Position Statement

A sensitive position requires a fingerprint-based criminal history check. This is NOT a sensitive position.

Campus Security Authority

Yes

Campus Security Authority Statement

This position is designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an “official of the institution with significant responsibility for student and campus activities.” A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel

No

Designated Personnel Statement

A “designated position” means this position could potentially be required to work (depending on the event) during an emergency closing. This is NOT a “designated position.”

Statement of Economic Interest

No

Statement of Economic Interest Statement

This position does NOT require a Statement of Personal Economic Interest.

Restricted Position

Yes

Restricted Position Statement

A restricted position would be subject to availability of funding.

Chief Objective of Position

Under the general direction of and in support of the Associate Vice President for Auxiliary Services, the Director of Scheduling, Events, and Conferences is responsible for providing the administrative, financial, and operational leadership and expertise, ensuring compliance with appropriate and effective internal controls, as well as applicable rules, regulations, policies, and procedures for the Scheduling, Events, and Conferences department.

With an enrollment of approximately 5,000 students, of which approximately 3,800 reside on campus, at Christopher Newport University, the Director of Scheduling, Events, and Conferences will be someone who works with strong commitments to professionalism, excellence in customer service, and a “Students First” philosophy and approach to work.

The Director of Scheduling, Events, and Conferences will lead, develop, and empower a team working together through close collaboration, innovation, and initiative in providing services for several thousand space reservations/assignments, for a plethora of activities and events, annually, in support of the University’s mission through a variety of educational, engaging, fun, inspiring, and memorable experiences at Christopher Newport University.

Work Tasks

• Provides support to the Associate Vice President for Auxiliary Services in directing Scheduling, Events, and Conferences services and works to assure exceptional quality and excellence in these operations, based on best practices in Scheduling, Events, and Conferences services within institutions of higher education across the nation.

• Provides leadership and direction for scheduling of University spaces within a wide variety of University facilities and for a number of outdoor spaces on campus, along with other resources in support of a vast variety of internal and external customers and clients of the University.

• Provides overall leadership and direction in the context of providing a centralized “One-Stop Shop” Scheduling, Events, and Conferences department that manages the scheduling and use of all on-campus and off-campus University facilities and venues, in accordance with established policies and procedures, including reservation approvals, events planning and scheduling, managing logistics and support for a broad array of events, and arranging for associated billing through the Auxiliary Services Accountant.

• Serves as the contract administrator for scheduling and conference software, including the Events Management System (EMS) and IRIS Conference software systems. This includes contract administration of the software services providers, assignments of user access and permissions, training of new users, ensuring University spaces, venues, and resources are updated regularly in these databases, and assuring that software is updated in a timely manner.

• Serve as contract administrator for other contracts as assigned.

• Consults with existing and potential new internal and external customers and clients, assisting them in the development of plans for their space reservations, events, and conferences.

• Works collaboratively with CNU’s University Events staff to provide logistical support for major University events such as Commencement, Family Weekend, Homecoming, Scholarship Receptions, etc.

• Develops events and cost proposals for customers and clients.

• Negotiates and manages contracts with customers and clients in accordance with applicable CNU policies and procedures.

• Works with the events production team on administration of timelines for events, vendor management, logistics, production, support services, etc.

• Conducts post-events evaluations regarding the quality of services provided and provides feed-back as appropriate to the Associate Vice President for Auxiliary Services and others as applicable.

• Serves as a primary campus resource for information pertaining to Scheduling, Events, and Conferences services.

• Works to develop opportunities for expanding conferences and events programming with new customers and clients of the University.

• Presents and articulates the advantages of Christopher Newport University’s facilities, campus spaces, and venues to potential customers and clients and develops innovative proposals to gain new customers and clients.

• Develops marketing plans for Scheduling, Events, and Conferences, including a wide variety of University facilities and venues as well as summer residential conferences.

• Promotes and markets personalized online registration pages for conferences and events customers and clients.

• Collaborates with others in Auxiliary Services Buildings Operations, University Housing, Facilities/Physical Plant, Information Technology, Catering Services, Dining Services, University Events Staff, and other operational departments to assess and continuously improve systems, processes, and technology to maximize the efficiency of events planning and production.

• Develops and manages operational plans, financial resources and business-related functions associated with public programs, summer conference spaces and performance venues.

• Periodically evaluates facilities rates versus corresponding costs and makes associated recommendations for rate adjustments to the Associate Vice President for Auxiliary Services.

• Ensures that staff members are fully trained and understand the policies and procedures for events management in order to provide optimal conferences/events support to assigned customers and clients.

• Facilitates communications within the Campus Community on matters pertaining to Scheduling, Events, and Conferences and addresses customer service issues with students, faculty, staff, and visitors of the University, as well as maintains positive business relationships with vendors and contractors.

• Works with expediency, tact, and professionalism, using excellent judgement in working to resolve issues and concerns within assigned areas of responsibility.

• Works with the Associate Vice President for Auxiliary Services and others as designated in presenting budget requests and in monitoring budgets, in areas of assigned responsibilities.

• Prepares, reviews, and analyzes reports pertaining to the financial and operating performance of Scheduling, Events, and Conferences, including but not limited to, the numbers of space reservations and set-ups, the numbers of annual events in various categories and in total, the numbers and types/durations of summer conferences, etc., as well as associated revenues, expenses, and pending accounts receivable for space rentals, events, and conferences

• Provides recruitment, management, training, and supervision of Scheduling, Events, and Conferences personnel.

• Works to assure accuracy of all space/venue reservations, associated price proposals as applicable, space use/rental agreements, and final charges to be invoiced, within assigned areas of responsibility.

• Assists in preparing strategies to provide to customers and clients, experiences that will meet or exceed their objectives and expectations.

• Cultivates relationships that result in high levels of customer and client satisfaction and repeat engagements.

• Closely and routinely monitors status of payments for Scheduling, Events, and Conferences services for which changes are applicable, working closely with the Auxiliary Services Accountant to ensure responsible actions are taken to ensure awareness and pursuit of payments of current and past due receivables.

• Provides development, support, and monitoring of internal controls in the effective management of administrative/business processes of University Housing Administration operations, adheres to and maintains appropriate internal controls pertaining to, but not limited to, budgets and expenditures, adhering to applicable payroll and personnel policies and procedures, and tracking of moveable property or equipment.

• Monitors physical security of assigned building areas, assuring business use of University property, and follows appropriate procedures for recruitment and hiring of staff, as well as compliance with clearance procedures in the Employee Resource System for any employees resigning from or otherwise ending their employment from the University, in assigned areas of supervision.

• Represents and promotes the interests of Auxiliary Services in various meetings and among a broad-based constituency.

• Provides effective leadership in developing operational goals and metrics for effective measurement, monitoring, and accountability of accomplishments within Scheduling, Events, and Conferences and provides associated reports to the Associate Vice President for Auxiliary Services and others as assigned.

• Directs the development, implementation, and reporting of outcomes assessments for Scheduling, Events, and Conferences operations in accordance with schedules established by the University Assessment Office. Assists in formulating outcomes and related assessments targeted at operational improvements within Housing Administration operations.

• Maintains familiarity with applicable laws, rules, and regulations of the federal government, the Commonwealth of Virginia, the University’s Board of Visitors, and of Christopher Newport University.

• Works with auditors and provides data to auditors as required for audits and prepares management responses to audit recommendations and findings for assigned areas of responsibility, for review and approval by the Associate Vice President for Auxiliary Services.

• Prepares written procedures and monitors work processes to assure compliance.

• Provides overall business, administrative, financial management, and operations support to the Associate Vice President for Auxiliary Services in directing the operations in Scheduling, Events, and Conferences.

• Directs and approves procurement requests within assigned areas of responsibility, including responsibilities for eVA orders and Small Purchase Credit Card acquisitions, and/or approval of such acquisitions by staff working under the supervision of the Director of Scheduling, Events, and Conferences in accordance with established rules, regulations, policies and procedures of the University and Commonwealth of Virginia, as applicable.

• Consistently provides timely follow through in communications with others, working to ensure reliability and dependability at exceptional levels.

• Develops and maintains positive and professional customer service and interpersonal relations within the Scheduling, Events, and Conferences Office, as well as with all constituencies to include students, faculty, employees/staff, and guests of the University.

• Demonstrates a positive and professional attitude and treats everyone with dignity and respect. Fully supports the “Students First” philosophy and values at CNU.

• This position is designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an “official of the institution with significant responsibility for student and campus activities.” A CSA is required to immediately report any crime that is reported to her or him to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

• Maintains lists of Scheduling, Events, and Conferences staff members who are designated as Campus Security Authorities (CSAs), and works to ensure they maintain compliance with the associated annual training and reporting requirements of the Clery Act.

• This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.

• This position is a “designated position” meaning this position could potentially be required to work (depending on the event) during an emergency closing.

• Ensures that safety issues are reviewed and communicated, and goals are set to ensure safe and healthy workplace conditions targeted toward avoidance of and/or reductions in work related absences and assuring that any identified safety issues will be addressed promptly.

• Maintains familiarity and/or compliance with procurement regulations of the Commonwealth of Virginia and Christopher Newport University, including the eVA system and Small Purchase Procurement Card requirements, as applicable.

• Works beyond regular business hours and on weekends in performance of duties.

• Performs other duties as assigned.

Knowledge, Skills, Abilities (KSA's) required

● The ability to develop and maintain positive relationships with students, faculty, staff visitors, vendors, contractors, and other University constituents with strong commitments to professionalism, excellence in customer service, and to a “Student’s First” philosophy and approach to work required.

● High levels of personal and professional integrity required.

● High levels of accuracy and attention to detail required.

● Exceptional interpersonal and customer service skills, excellent verbal and written communications skills, the ability to function well with deadlines and to manage multiple priorities with competing timelines required.

● The ability to work on multiple projects simultaneously and to work well under limited time constraints is required.

● Knowledge, skills, and abilities to utilize systems such as the Events Management System (EMS) and IRIS Conference System, as well as to serve as the contract administrator assigning user access and permissions for these systems, and to train others to utilize these software systems required.

Knowledge, Skills, Abilities (KSA's) preferred

● Knowledge and skills gained from progressively responsible positions and the ability to achieve success in maximizing effectiveness and efficiencies in managing fiscal and human resources, along with effective problem solving, and developing innovative improvements in business processes and services preferred.

● Proven skills in working well and getting along well with and getting along well with others in previous employment experiences are all preferred.

● Skills in negotiating and administering contracts, as well as knowledge and skills in developing performance metrics for Scheduling, Events, and Conferences operations preferred.

● Knowledge and abilities to develop checklists, contractor performance evaluations, and/or other means of ensuring contractor compliance with terms and conditions of agreements preferred.

● Knowledge, skills, and proficiency using the Banner system or similar system software preferred.

● Knowledge, skills, and proficiency with Microsoft Excel, Microsoft Access, and other Microsoft Office suite software preferred.

● Knowledge and skills in work using the eVA Procurement system or similar procurement system software preferred.

Required Education

A Master’s degree; or a Bachelor’s degree with an equivalent combination of training and work experience that equates to an advanced degree required.

Preferred Education

A Master’s degree in Business Administration, Hospitality Management, Public Administration, Management, or a closely related field; or a Bachelor’s degree in Business Administration, Hospitality Management, Public Administration, Management, or a closely related field, with an equivalent combination of training and work experience that equates to an advanced degree required. Training, education, or professional development directly applicable to managing/directing Scheduling, Events, and Conferences operations in a college or university setting preferred.

Experience Required

Closely related Scheduling, Events, and Conferences experience, or other applicable and transferable hospitality services, or business/operations experience, with a proven record of success in leadership responsibilities in the management of Scheduling, Events, and Conferences functions, or in closely equivalent hospitality services or business/operations required.

Experience Preferred

Progressively responsible experience in managing Scheduling, Events, and Conferences operations, including contract administration and direct supervision of Scheduling, Events, and Conferences staff in a college or university setting – strongly preferred.

CNU Information

Selected by The Princeton Review for The 386 Best Colleges: 2021 Edition, and highly ranked for its quality of life and innovative leadership, Christopher Newport University is a public school offering a private school experience — great teaching, small classes, and a safe, vibrant campus. A “student-first, teaching-first” community, Christopher Newport is dedicated to the ideals of scholarship, leadership and service. The University is located between Williamsburg and the Virginia beaches in Newport News, and enrolls 5,100 students. Academic programs encompass more than 90 areas of study, from biology to business administration and political science to the performing arts. The University has a new and technologically advanced campus, has generated over 7,300 applications for a freshmen class of 1,155 and has been ranked by U.S. News & World Report’s America’s Best Colleges guide as fourth among public regional universities in the South and seventh among all regional universities in the South. In addition, Christopher Newport is ranked third among all public schools for having "the highest proportion of classes with fewer than 20 students.” Christopher Newport is committed to ensuring that all people are welcomed, honored and fully engaged in the life of our academic community. We seek exceptional and diverse candidates and encourage applications from individuals who are underrepresented in their profession. For further details and information about Christopher Newport, visit http://www.cnu.edu.

 

Posting Detail Information

Posting Number

AP152P

Number of Vacancies

1

Posting Date

06/10/2021

Application Deadline

07/11/2021

Application Instructions

Interested parties are requested to submit a cover letter; current resume; and the names, addresses, and telephone numbers of at least three professional references at the time of application.

Review of applications will begin July 11, 2021. Applications received after July 11, 2021, will be accepted but considered only if needed.

Search finalists are required to complete a CNU sponsored background check.

Christopher Newport University (CNU) will make a reasonable effort to accommodate persons with disabilities in the application and/or interview process. Persons with disabilities who require accommodation should contact the CNU Human Resources Office by calling (757) 594-7145.

Quick Link for Internal Postings

https://jobs.cnu.edu/postings/11096

EEO Statement

Christopher Newport University, an EO Employer, is fully Committed to Access and Opportunity.
Notice of Non-Discrimination & Title IX Policy Statement: