Director, Conference and Events Services

Employer
Wheaton College of Massachusetts
Location
Massachusetts, United States
Salary
Salary Not Specified
Posted Date
Sep 12, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Alumni Affairs, Conference & Special Event Administration, Executive, Executive Directors
Employment Type
Full Time
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.

Posting Details

Posting Details

Posting Number:

0600908

Position Title:

Director, Conference and Events Services

FLSA:

Exempt

Job Type:

Full-Time

Staff Term:

12 Months

Staff Work Schedule (hours/dates):

8:30am - 4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type:

Staff

Department:

Business Services

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 community.

ESSENTIAL JOB FUNCTIONS :


Conference Business


• 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 institutional goals.

• 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 teams.

Department Management


• 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 staff member.

• 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.

Strategic Planning


• 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 opportunities arise

• 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.

Minimum Qualifications:

Education
• Bachelor’s degree required.

Experience
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 word.
• Exceptional organizational skills, including the ability to manage multiple projects and multi-task a high level of detail.
• 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 detail.
• 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 essential.
• 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 department/divisional/institutional resources.
• Must be able to work evenings and weekends as necessary.
• Valid driver’s license.

Preferred Qualifications:

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.

Physical Demands
  • 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.
ADA Statement:

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 abilities.

Eeo Statement

Wheaton is a private coeducational liberal arts college within easy
commuting distance of Boston and Providence. We have nearly 1,700
undergraduates from 40 U.S. States and more than 70 countries. Nearly 23%
of our undergraduates are U.S. students of color and 11% are international
citizens. Wheaton College is an equal opportunity/affirmative action
employer and does not discriminate against any individual or group on the
basis of gender, sexual orientation, gender identity or expression, age,
race, color, religion, national origin, veteran status, genetic
information, or disability. In a continuing effort to maintain and enrich
an intellectually diverse learning environment, the Department and the
College actively encourages applications from women and members of
underrepresented groups.

Posting Date:

09/12/2022

Closing Date:

Open Until Filled

Yes

Contact(s):

Office of Human Resources

Contact Phone/Extension:

508-286-8206

Contact Email:

careers@wheatoncollege.edu

Contact Fax

508-286-8213

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.

References
Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents
  1. Cover Letter
  2. Curriculum Vitae
  3. List of References
Optional Documents

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