Associate Director, Conference Services

Job Summary

The Associate Director of Conference Services is a key contributor to the effective operations and services of the Occupancy Management and Conference Services (OMCS) team. The Occupancy Management and Conference Services team serves as part of a larger department of Housing and Residence Life

The Associate Director serves as the main deputy for Conference Services on campus. The Associate Director provides expertise, training, and direction in the coordination and execution of internal, external, and co-sponsored events. The Associate Director works closely with the Director of OMCS to support the day-to-day operations of the housing office. The Associate Director guarantees accurate reservation and reliable scheduling of conference housing for various departmental, co-sponsored, and external requests. The position assists the Director with setting expectations with University Facilities to ensure that a high-quality housing programs and conferences are serviced at the highest standard.

Drexel Business Services portfolio includes Campus Dining, the University Bookstores, DragonCard Services, the DragonDollars program, Parking Services, University Housing, Conference Services, Student Centers, Vending and Drexel University Online. It is the mission of Drexel Business Services to create vibrant campus and community destinations and deliver a variety of programs and services that are essential to recruiting and retaining today’s student and employee. Drexel Business Services is successful through teamwork, continuous improvement, collaborative internal and external partnerships and business acumen.

Essential Functions

• Coordinate conferences, including preparation and execution, working closely with campus partners including academic departments, university facility managers, catering, housing, public safety, residential living, university communications, the protocol office and other departments as needed.
• Obtaining quotes from vendors for goods and services necessary to support events and conferences on the University City campus.
• Prepare event and conference contracts and agreements, maintains communication with event and conference planners before, during and after event.
• Maintains absolute confidentiality of specified materials.
• Select, train and supervises event and conference student staff, co-op student(s) and ACUHO-I intern(s) (as needed).
• Create guidelines and accountability tracking for tasks, assignments and shift work.
• Work with the director to update and create business processes and gain efficiencies and develop innovative solutions to enhance the reputation of the department and manage customer expectations.
• Develop a network of potential clients and colleagues in the event and conference industry to enhance the public presence of the university as a conference site as it relates to the strategic plan.
• Create marketing tools to recruit and retain customers.
• Cultivate and implement new strategic business revenue opportunities.
• Develop a high profile by taking an active role in professional associations to understand business market trends, space demands and opportunities for growth.
• Assist in the daily operations of the Housing and Residence Life office. Assist department staff with daily problem solving by providing efficient and effective support.
• Gather customer feedback related to events, meetings and conferences on the University City and Center City campus.
• Update and create business processes and gain efficiencies and develop innovative solutions to enhance the reputation of the department and manage customer expectations.
• Support the management of room assignment functions of the Drexel HRL program consisting of the University City Campus, Center City Campus, and Fraternity and Sorority Housing.
• Assist Occupancy Management with information sessions to disseminate information and to answer questions on the assignment process and procedures.
• Represent HRL at events such as Admissions Open Houses, Accepted Student Days and Sneak Peek Day, New Student Orientations and New Student Days.
• Coordinate residence halls inspections, including on-site support for Summer and Fall Term Switches, building close activities, and key audits as needed.
• Serves as the administrator and main point of contact for troubleshooting of Drexel's Conference Services Software.
• Be a subject-matter expert and assist in training personnel university-wide in the use of IRIS and communicate the processes and services provided by the office.
• Participate in department on-call rotation.
• Assist the Director with setting expectations with University Facilities related to the daily event schedule on the university city campus; follow up with University Facilities to resolve custodial, maintenance, and event related issues or problems.
• Attend and participate in meetings and projects and act on behalf of the director as directed.
• Provide on-site support for campus events.

Required Qualifications

• Minimum of a Bachelor’s Degree.
• Minimum of 3 years of experience.
• Ability to thrive in a past-paced environment.
• Ability to work in a group and collaborative setting.
• Strong communication skills, verbal and written.
• Ability to work evenings and weekends as needed.

Preferred Qualifications

• Master's Degree.
• Experience with conference management and/or events services.
• Knowledge of and experience with STAR Rez and/or Iris reservation and conference systems.

Location

University City, Philadelphia PA

Additional Information

This position is classified as Exempt with a salary grade of L. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review the Benefits Brochure for some information on our benefits offerings.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Mar 6 2023 Eastern Standard Time
Applications close:Apr 6 2023 Eastern Daylight Time