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Assistant Director of Auxiliary and Conference Services

Employer
Notre Dame of Maryland University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Apr 27, 2022

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Position Type
Administrative, Business & Administrative Affairs, Community Relations & Institutional Outreach, Auxiliary Services, Alumni Affairs, Conference & Special Event Administration, Student Affairs, Student Activities & Services
Employment Type
Full Time
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Basic Function
The Assistant Director of Auxiliary Services will be the primary point of contact for event rentals and internal event coordination on campus. Primary focus is to process and support external rental requests with the main goal in mind of generating revenue. The Assistant Director of Conference Services will work with clients from the inquiry phase, including setting up site visits and sending quotes, the preparation phase of securing the contract and communicating all pertinent information to on-campus service providers and departments, to the execution phase of providing on-site event support. In addition to working with existing programs, this individual will seek out ways to bring new programs to campus during the summer months and market the spaces we have available.

This position will also support all internal campus events specifically Reunion Weekend, Commencement-related events, Notre Dame Day, etc. are fully supported by the Conference Services team. The Assistant Director of Auxiliary Services will support the Auxiliary & Conference Services Coordinator in managing 25Live, the room reservation system as well as support audio visual components of all events on campus.

The Assistant Director of Auxiliary Services support the Director of Auxiliary & Conference Services in overseeing Camp Notre Dame operations including but not limited to hiring of staff, managing and tracking of registration and payments, orientation and onsite support in the summer months. This position will also be the main point of contact for the Gator Swim School program. Professional and timely correspondence with clients, knowledge of campus facilities and room set ups, and entering/managing room reservations to prevent conflicts is expected. Some weekend and evening work is required throughout the year.

Essential Functions
  • Conference Services Responsibilities
  • Attends the weekly Operations Meeting to ensure seamless communication between all campus service providers needed for an event.
  • Assist in managing logistics for internal event coordination. Provides resource information to those planning events, to ensure proper procedure.
  • Provides rotating support during the evenings and weekends to include setting up audio visual equipment for internal and external events as needed, monitoring facilities, setups, and services to meet the needs and desires of the group, and responding to emergency requests.
  • Contributes to presentations, orientations, and/or trainings provided by Conference Services, including trainings for 25Live users and for Student Assistants.
  • Works closely with internal camp directors on space usage.
  • Review all policies; guidelines; forms; and rates. Make recommendations of updates and changes to the Director of Auxiliary Services.
  • Identify process improvements that help drive efficiency & cost improvements that support budget and goal attainment.
External Programming Responsibilities
  • Supports Conference Services primary mission of generating revenue.
  • Processes external event requests, including responding to all inquiries in a timely manner, setting up site visits, sending quotes, coordinating any catering or Public Safety needs, contract-negotiation and on-site event support.
  • Contract development for existing summer programs and any new summer programs on campus. Uses Conference Services Share Drive to keep updated files for each event.
  • Maintains working knowledge of external rental rates for campus spaces. This also includes yearly rate evaluations and rate negotiations.
  • Manages invoicing for external groups, tracking revenue and expenses.
  • Corresponds with program point of contact(s) throughout the year, maintains good relationship and provides timely responses to questions and requests.
  • Works with the Director of Residence Life for overnight groups in the dorms, as well as coordinates any maintenance and cleaning schedules with our Facilities department and housekeeping crew. Assigns overnight residence hall accommodations for residential camps with support from Residence Life.
  • Works closely with our Food Service Director and coordinates meal needs for different external programs..
  • Oversee program check-ins and checkouts and provides direction to student assistants.
  • Oversees all requests for wedding ceremonies on campus; conducts a site visit with the requestor, assembles the rental agreement, handles all planning details, and provides on-site assistance for all rehearsals and ceremonies.
Gator Swim School Responsibilities
  • Responsible for hiring, contracting and supervising all Gator Swim School staff
  • Manages registration and payment for all swim lessons and pool usage
  • Schedules all swim lessons, communicates with families and clients regularly regarding schedules, changes, etc.
  • Ensures pool and lesson curriculum are in compliance with all state regulations; creates and distributes lesson plans and guidance for swim lessons to staff
  • Responsible for making sure swim lesson rates are comparable to local and national rates, conducts research as appropriate
  • Camp Notre Dame Responsibilities
  • In collaboration with the Director of Auxiliary Services, supports the following for Camp Notre Dame:
  • Oversees the hiring and contracting of staff during the academic school year. Works with HR to make sure all appropriate paperwork is received and conducts interviews.
  • Manages registration and payment of campers once registration opens in February each year.
  • Responds to parent inquiries and keeps camp website up-to-date.
  • Keeps camp director appraised of staff hiring and registrations during the academic year.
  • Assists with the planning and prep of camp activities; includes monitoring inventory and purchasing of supplies needed.
  • Provides onsite support for Camp Notre Dame Director when camp is in session.
Job Qualifications

Qualifications

Knowledge: Knowledge of general office procedures, contract development, summer programming logistics, the basic event planning process, when and how to request event support from various campus service providers. Previous experience with summer programming and management required. Bachelors degree preferred.

Experience: Minimum of three years experience required. Experience in event, hotel, or conference planning required. Experience in summer program management or summer camp management preferred.

Skills/Aptitude:
  • Outstanding customer service skills and excellent written and oral communication skills required.
  • Successful candidate possesses exemplary level of professionalism, is detail-oriented, communicates with tact, and demonstrates strong organizational skills.
  • Must be professional and flexible, with an ability to adapt and keep pace with changing workload demands.
  • Must be able to concurrently coordinate multiple projects.
  • Must have strong analytical abilities and problem-solving skills and be forward-thinking in anticipating the needs of various events.
  • Experience with Microsoft Office and a scheduling software system is required; prior use of 25Live is preferred.
  • Needs to have a basic understanding of audiovisual equipment and setup equipment.
  • Is able to work independently, while regularly communicating the status of events, projects, and various other needs.
  • Should have an understanding of conference and hospitality industry needs and expectations.
Working Conditions: Flexible schedule. The ability to work weekends and evening hours is mandatory.

Physical Requirements: Must be able to stand for prolonged periods of time and lift at least 30 pounds.

Additional Information:

Notre Dame of Maryland University does not discriminate in offering equal access to its educational programs and activities or with respect to employment terms and conditions on the basis of age, ancestry, color, creed, disability, gender, gender identity, genetic information, marital status, national origin, race, religion, sex, sexual orientation, or protected veteran's status. The following person has been designated to handle inquiries regarding the non-discrimination policy: Greg FitzGerald, Chief of Staff, Notre Dame of Maryland University, 4701 North Charles Street, Baltimore, MD 21210, 410-532-5109.

For all other employment inquiries, please contact Human Resources at 410-532-5898 or human_resources@ndm.edu. Notre Dame of Maryland University is an EEO/AA employer.

All applicants must submit:

  1. Cover letter
  2. Salary requirements
  3. Resume
  4. Contact information for 3 professional references
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