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Associate Director, Conference and Events Services

Job Details

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:

0601052

Position Title:

Associate Director, Conference and Events Services

FLSA:

Exempt

Job Type:

Full-Time

Staff Term:

12 Months

Staff Work Schedule (hours/dates):

Monday - Friday, 8:30 am - 4:30 pm

Academic Year Schedule (dates):

Faculty Term:

Position Type:

Staff

Department:

Business Services

Job Summary/Basic Function:

The Associate Director, Conference and Events Services is responsible for facilitating event logistics and program planning. This includes facilitation of detailed logistics across departmental and divisional boundaries for ongoing events and activities, major college-wide events such as Commencement, Friends & Family Weekend, Opening Day and third-party conferences, camps and workshops. The Associate Director will work to bring about support and communication among service providers, and provide oversight of processes and procedures to ensure successful outcomes. The Associate 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 Associate Director will also provide support to the Executive Director of Summer Programs for the conceptualization and management of strategic efforts to maximize revenue and programming opportunities through utilization of campus facilities and support resources. The A.D. will aide in liaison activities among various campus departments.

ESSENTIAL JOB FUNCTIONS :


• In partnership with campus stakeholders, assist with the planning of institutional events. Serve as a liaison between planners and on-campus service providers. Assist in event execution as needed and appropriate.

• Support the college’s effort to maximize revenue generation through the rental of facilities to conference and community groups, including providing logistics, space management, supervision of groups, and service management. Supervise the activities of staff members assigned to this department.

• Collaborate on the development of a 3-year institutional event calendar that in support divisional and institutional goals.

• Collaborate in the negotiation of event and vendor contracts and agreements in conjunction with the Director of Business Services, A.V.P. Business and Physical Plant, V.P. Finance and Administration, Executive Director of Summer Programs, and College Counsel, as necessary.

• Provide oversight and coordination 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 services, facilities and dining. Collaborate with Accounting Services in process development and execution.

• Foster productive and collaborative 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 oversight for the administration of 25Live (or similar event software), associated with campus space utilization/reservation. Troubleshoot and problem-solve space usage scheduling conflicts. 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 ensure efficient and effective delivery of services.

• Supervise department and employee performance to support growth and staff development. 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.

• 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 an Assistant Director and other full/part-time departmental or contracted staff. In addition, supervise student workers, interns and summer employees.

Minimum Qualifications:

• Bachelor’s degree required.

• Three to five years of progressive administrative, financial and supervisory responsibility in event management.

• Valid driver’s license.

• The Associate Director of Conference and Events Services must have excellent 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.

• Able e to handle confidential information, inquire with discretion, demonstrate sound judgement and to attention to detail.

• A strategic thinker, able to work independently and must be comfortable with technology.

• Demonstrated and quantifiable experience in Conference and Event management of events/programs with successful outcomes.

• 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.

• Computer literate; strong Microsoft Office software knowledge with emphasis in Word and Excel, proficiency in Google Suite, Resource 25Live familiarity and desire to adapt technology to best leverage department/divisional/institutional resources.

• Available to work evenings and weekends as necessary.

Individuals must possess these knowledge, 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.

Preferred Qualifications:

Experience with 25Live preferred.

Preference will be given to those candidates with experience in a higher education environment, including experience in campus conference and event management.

Compensation and Benefits

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The salary for this position will be commensurate with the qualifications, education and experience.

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:

10/23/2023

Closing Date:

Open Until Filled

No

Contact(s):

Office of Human Resources

Contact Phone/Extension:

508-286-8206

Contact Email:

careers@wheatoncollege.edu

Contact Fax

Special Instructions to Candidates:

The federal government and the state of Massachusetts have made the decision to end the COVID -19 public health emergency. Effective June 1, 2023, the college will no longer require COVID -19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider.

While we will no longer require COVID -19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID -19, as well as influenza and other diseases.

References
Supplemental Questions

Required fields are indicated with an asterisk (*).

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

Company

Wheaton College of Massachusetts.

Founded in 1834 in Norton, Massachusetts, Wheaton College is among New England's premier private liberal arts and sciences colleges.

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