Associate Director, Conference and Event Services and University Center Operations

University of the Pacific  |  Stockton, CA

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Job Overview

Posted one week ago Full-Time

Job Details

Position Title:

Associate Director, Conference and Event Services and University Center Operations

Job Type: Leadership Development/Programs
Location: Stockton, CA
Positions Available: 1
Institution Type: Private not-for-profit, 4-year
Institution Size: < 5,000 Students
Employer ID: 27929

Benefits

Housing for Position:
None provided
Benefits
Housing for Position:
None provided
Qualifications
Education:
Bachelors Required
Major Preference:
No Preference
Experience:

Qualifications
Education:
Bachelors Required
Major Preference:
No Preference
Experience:

Position Description


Job Title: Associate Director, Conference and Event Services and University Center Operations
Department: Student Leadership and Involvement
Campus: Stockton
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.

Primary Purpose
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.

Essential Functions
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.

Minimum Qualifications
Education/Work Experience/Certifications:

 

  • Bachelor's Degree in business or public administration, or related field or equivalent combination of education and experience;
  • Experience consisting of facility scheduling, event management, customer service, student development and/or facility management;
  • Excellent verbal and written communication skills;
  • Proficiency in Microsoft Office Suite.

    Preferred Qualifications
  • Strong organizational skills to work independently and to prioritize workload under the pressure of competing assignments and dynamic deadlines.
  • Working knowledge of Conference Services operations.
  • Knowledge of personal management and budgeting.
  • Ability to take the lead in negotiating with external vendors.
  • Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.

    Physical Requirements
    The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Frequent standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.
    Work Environment/Work Week/Travel:
    Work is performed in a standard office environment and in events spaces including outdoor spaces. Work is performed during day, evening and weekends which is necessary for events schedules.
    Valid driver's license required. Incumbent must also be able to meet the University's fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

    Hiring Range
    Commensurate with experience, exempt

    Background Check Statement
    Applicants who are selected as final possible candidates must pass a criminal background check.

    AA/EEO Policy Statement
    University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

    For more information and to apply, visit:
    https://pacific.peopleadmin.com/postings/13834





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