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Associate Director, Conference and Event Services and University Center Operations
|Job Type:||Leadership Development/Programs|
|Institution Type:||Private not-for-profit, 4-year|
|Institution Size:||< 5,000 Students|
Job Title: Associate Director, Conference and Event Services and University Center Operations
Department: Student Leadership and Involvement
Posting Number: 201301615P
Full or Part Time: Full Time
Number of Months: 12
Work Schedule: Work is performed during day, evening and weekends which is necessary for events schedules.
Open Date: 04/10/2019
Open Until Filled: Yes
Special Instructions to Applicants: For first consideration please apply before May 1, 2019.
Responsible for the administration and coordination in planning and scheduling of University conferences, workshops, meetings, summer camps, facility rentals and related functions. Assures the effectiveness of accommodations for conference and event guests and their programs. Responsible for generating rental income of university facilities. DeRosa University Center, Grace Covell Banquet Hall, Raymond Great, Classroom spaces, and the Janet Leigh Theatre, Recreation Fields, Main Gym, JL Gym and Morris Chapel to campus affiliates and external users.
Responsible for the provision of quality services and facilities at the DeRosa University Center and other conference venues. Provides users and clients with essential services including the set up and production, security and crowd management, and/or set up and of audio-visual, lighting, staging and/or other technical equipment for efficient and effective operation of events in the DeRosa University Center (DUC) and other conference venues. Assesses DUC and other conference facility needs, develops long-range renovation and capital equipment investment plans, and submits service requests for repairs. Supervise DUC student staff.
Conference Services (70%)
1. Oversee the scheduling and coordination of University conferences and events to ensure efficiencies and prevent overlap.
2. Markets and generates revenue through the rentals of university facilities to greater San Joaquin community.
3. Coordinates planning and implementation of conferences and special programs by providing one-stop access to and coordination of services (Public Safety, Bon Appétit, Support Services, Housing and Residential Life, Pacific Recreation, Religious and Spiritual Life and A/V services) to planners of conferences, events, and similar gatherings for clients.
4. Negotiates facility use agreements and vendor contracts. Contracts out to University other university departments for needed services.
5. Responsible for issuing all invoices and coordinating payment of invoices for all contracts and agreements.
6. Works with Risk Management to ensure all events and vendors comply with University insurance requirements.
7. Develops and implements action plans and marketing strategies for Conference and Event Services. Including the management of Conference and Event Services web page(s) and a comprehensive calendar of all facility rentals and events.
8. Ensures that campus events and activities are free from undue interference or interruption by activities related to external client rentals.
9. Establishes and maintains a sound working relationship with all campus partners in events and conference services, in order to create a dynamic, efficient and fully collaborative campus wide events services experience.
10. Develops, researches, updates and maintains an approved lists of third party vendors for all necessary equipment/services for event planning and management.
11. Conducts tours of facilities, planning meetings and event day activities as requested by customers.
12. Selects and oversees events support staff i.e. event managers, catering, photographers, disc jockeys, sound technicians and other A/V specialists.
13. Assists Student Life Budget Manager on maintaining and reporting on Conference Service finances and reconciles all accounts.
14. Oversees campus Wayfinding program for external and internal use and supervises student signage team members.
15. Manages related community and vendor relationships in conjunction with External Relations.
16. Performs other duties as assigned or requested.
DeRosa University Center and Other Conference Venue Staff and Oversight(30%)
1. Assesses DUC and other conference facility needs, develops long-range renovation plans, long-range capital equipment replacement plans and submits service requests for repairs.
2. Ensures a safe environment for staff and participants and maintains responsible operations of the DeRosa University Center including during evenings and weekends.
3. Responsible for oversight of evening and weekend events in the DeRosa University Center which may include, but may not be limited to set up, production, security, and crowd management and/or set up of audio-visual, lighting, staging and/or other technical equipment.
4. Ensures the development, coordination, organization and implementation of a student staff development program that includes; workshops, trainings, seminars, new hire orientations, professional skills trainings, assessment of student learning outcomes and an employee recognition programs.
5. Responsible for evening and weekend supervision of DUC student staff.
6. Enforces event management policies and procedures for evening and weekend events.
7. Maintains knowledge and understanding of pertinent governmental health and safety codes for operations of the facility, including updates to the Americans with Disabilities Act (ADA) as it pertains to facilities.
8. Performs other duties as assigned or requested.
This position serves as Campus Security Authority (CSA) as outlined by the Clery Act. CSAs have federally mandated responsibilities to report crimes that are reported them.
Because your future is worth the investment!
The Placement Exchange is pleased to announce a funding award to help first-time candidates attend the TPE Onsite Spring 2019 event in Los Angeles! The funding award will create an opportunity for candidates, who otherwise experience financial hardship by attending TPE, to receive some financial assistanceto help defray expenses associated with participating in the event.
As a registered TPE Onsite candidate, The Placement Exchange invites you to participate in an pre-TPE event session for additional preparation, early onsite access, and advice on the TPE experience.
As the recruitment season comes to an end and that new job is about to begin, it’s time to think about what “success” will look like for your new position.
Your resume is your first impression and a narrative of your education and work experience. However, choosing the right format for your resume that highlights your achievement can be a daunting experience.
TPE Executive-in-Residence Post: When constructing a search process to recruit and identify new team members it is important to us that our aspirations are the lens through which potential candidates view the position, division, and university.