Wheaton is a leading private, coeducational, liberal arts college
of 1800 students located in Norton, MA and within easy commuting
distance of Boston and Providence.
Director, Conference and Events Services
Staff Work Schedule (hours/dates):
8:30am - 4:30pm
Academic Year Schedule (dates):
Job Summary/Basic Function:
The Director, Conference and Events Services is responsible for
leading and facilitating event logistics and program planning on an
institutional basis. This includes facilitation of comprehensive,
detailed logistics across departmental and divisional boundaries
for ongoing events and activities, and providing leadership and
oversight to major college-wide events such as Commencement,
Parents/Family Weekend, and Opening Day. The Director will work to
bring about support and communication among service providers, and
provide oversight of processes and procedures to ensure successful
outcomes that meet institutional goals and milestones. Fostering an
atmosphere of collaboration, accountability and unified support is
a key concept among the Director’s responsibilities.
The Director will also provide leadership and direction for the
conceptualization and management of strategic efforts to maximize
revenue and programming opportunities through utilization of campus
facilities and support resources. This includes strategic visioning
for developing and implementing a comprehensive marketing campaign,
recruitment of key clientele, negotiating contract terms and
conditions, and liaison activities among various campus
departments. The Director is responsible for managing department
staff, oversight of the scheduling of all campus facilities as well
as the budgeting, creation and implementation of processes and
procedures for reservation and use of space.
The Director may also aide in logistics and execution of the
College’s response to critical incidents, pandemics, and other
emergencies to maintain business continuity and service to our
ESSENTIAL JOB FUNCTIONS :
• Direct the college’s effort to maximize income through the rental
of facilities to various conference and community groups, including
marketing, contract negotiation, supervision of groups while on
campus, and budget management. Manage and direct the activities of
staff members assigned to this enterprise.
•Develop an annual marketing plan and associated metrics for
conference and event business to achieve divisional and
• Develop a database and implement analytics of existing and
potential clients for marketing purposes and leverage this database
to foster repeat business and improved return on investment.
•Negotiate contracts and agreements for conference and event
business in conjunction with the Director of Business Services,
A.V.P. Business and Physical Plant, V.P. Finance and
Administration, and College Counsel, as necessary.
•Provide leadership and oversight of Conference and Event logistics
including; residential and administrative assignments, dining and
recreational activities, parking, security and other functions
necessary for high client satisfaction, appropriate income and
expense levels, and minimization of liability-loss exposures.
• Provide for and manage liaison activities between internal
departments and offices and external clients.
• Manage & Oversee conference and events services operating and
personnel budgets, including the billing process for all services,
facilities and dining. Collaborate with Accounting Services in
process development and execution.
•Maintain and improve productive campus relationships among key
internal divisions and departments.
• Provide oversight of facility usage by internal and external
conference and event programs, educational institutes and special
events. Assess, approve and recommend actions for non-profit/waiver
of fee requests for use of space on campus.
• Provide services for the administration of 25Live (or similar
event software), associated with campus space
utilization/reservation. Manage space utilization conflicts and
resolution in collaboration with scheduler’s and requestors.
Conduct activities for arrangement of training campus users and
collaborating with Information Technology to establish and manage
user accounts. Research, analyze and implement upgrades, and
modules, in collaboration with campus administration and user
• Determine departmental policies, procedures, adaption of
technology and related practices to insure efficient and effective
delivery of services.
• Manage department and employee performance for optimization of
results. Complete an annual performance appraisal process with each
• Actively serve as a member of divisional and institutional
management teams. Encourage staff to participate, when appropriate,
in similar efforts to promote College agenda’s and goals.
• Assist members of the administration, in facilitation and
management of key institutional and/or divisional program
requirements. Conduct program operations focusing on achieving
desired outcomes with measured use of resources, timely execution
of details and valuing individual and departmental efforts.
Other Key Functions
• Organize other programs and events on campus as the need and
• Serves as a lead member, or collaborate with key administration,
on major institutional and event planning committees.
• Other duties that may be assigned or required in support of
institutional or divisional agendas.
SUPERVISORY RESPONSIBILITIES :
• Supervise Assistant Director (s), and other full/part-time
departmental or contracted staff. In addition, supervise student
workers, interns and summer employees.
• Bachelor’s degree required.
At least five years of administrative, financial and
supervisory responsibility in event management.
• Demonstrated and quantifiable experience in Conference and Event
sales and marketing, prospecting and transforming prospects into
first time and repeat customers, and management of events/programs
with successful outcomes.
Knowledge and Skills
• Effective oral and written communication skills, particularly the
ability to persuade, whether verbally or through the written
• Exceptional organizational skills, including the ability to
manage multiple projects and multi-task a high level of
• Outstanding interpersonal skills, including independent judgment,
the ability to relate well to constituents at all levels of the
institution, and demonstrate to others that they are valued.
• Must be able to handle confidential information, inquire with
discretion, demonstrate sound judgement and to attention to
• Ability to work both independently and collaboratively and
maintain effective working relationships with co-workers and
members of the college community
• Must be a strategic thinker.
• Ability to work in a fast-paced service environment is
• A sense of humor and ability to deal with all situations in a
calm and pleasant manner.
• Proficiency in Microsoft Office software, with emphasis in Word
& Excel and Google Docs including Docs, Sheets, AirTable,
Forms, and Calendars. Resource 25Live familiarity and desire to
adapt technology to best leverage
• Must be able to work evenings and weekends as necessary.
• Valid driver’s license.
Preference will be given to those with experience in a higher
education environment, including experience in campus conference
and event management in the areas of alumnae/i relations,
advancement and admissions.
- Work takes place in both an office environment and in other
campus buildings and outdoor locations where programs and events
may be held.
- This position involves traveling throughout the campus and
could on occasion require bending, reaching, ascending and
descending stairs, stooping, kneeling, crouching, standing,
walking, pushing, pulling and lifting.
Individuals must possess these knowledges, skills and abilities or
be able to explain and demonstrate that the individual can perform
the essential functions of the job, with or without reasonable
accommodation, using some other combination of skills and
Wheaton is a private coeducational liberal arts college within
commuting distance of Boston and Providence. We have nearly
undergraduates from 40 U.S. States and more than 70 countries.
of our undergraduates are U.S. students of color and 11% are
citizens. Wheaton College is an equal opportunity/affirmative
employer and does not discriminate against any individual or group
basis of gender, sexual orientation, gender identity or expression,
race, color, religion, national origin, veteran status,
information, or disability. In a continuing effort to maintain and
an intellectually diverse learning environment, the Department and
College actively encourages applications from women and members
Open Until Filled
Office of Human Resources
Special Instructions to Candidates:
To prevent the infection and spread of COVID -19 and as an integral
part of our public health and safety measures, Wheaton College
requires that all successful applicants hired provide proof of full
vaccination for COVID -19 at the time of employment, unless an
exemption from this policy is requested and approved. Applicants
believing that they need an accommodation of this policy because of
a disability, medical condition, or sincerely-held religious belief
should inform the Office of Human Resources after an offer of
employment is extended.
Required fields are indicated with an asterisk (*).
Optional & Required Documents
- Cover Letter
- Curriculum Vitae
- List of References