Event & Conference Management Software (ECMS) Specialist

University of Miami  |  Coral Gables, FL

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Job Overview

Posted one week ago Full-Time

Job Details

Position Title:

Event & Conference Management Software (ECMS) Specialist

Job Type: Housing/Residence Life Other Student Affairs Administration
Location: Coral Gables, FL
Positions Available: 1
Institution Type: Private not-for-profit, 4-year
Institution Size: < 11,000 Students
Employer ID: 22430

Stated Non-Discrimination Policy

Gender Expression / Identity Sexual Orientation


Housing for Position:
None provided
Housing for Position:
None provided
Masters Preferred, Bachelors Required
Major Preference:
Other Education, Other
2-4 Years

Masters Preferred, Bachelors Required
Major Preference:
Other Education, Other
2-4 Years

Position Description

The Event & Conference Management Software Suite (ECMS) Specialist is responsible for providing day to day management and support for the ECMS Suite of software which includes but is not limited to all software related to the Office of Conference Services, as well as the summer intern housing program for the University of Miami.

Overall responsibilities to include setting priorities for upgrades and implementations, managing the software suite, onboarding users across the university enterprise, as well as setting training others on and continuously improving related business processes.

Primary Duties and Responsibilities:

  1. Partners with functional groups within the organization to communicate and clarify business needs, contributes to the development of short term and long-term business plans and ensures technologies are aligned with business needs.

  2. Conduct high level business process analysis, needs assessments and facilitate cost versus benefit modeling. Including monitoring project progress, quantifying any variances, and performing corrective actions while keeping stakeholders informed.

  3. Works with new users to understand project requirements and assist in shaping the initial project request (as needed).

  4. Confer with Director to advise on options, risks and impacts on other business processes, as well as business and systems priorities.

  5. Work in conjunction with the Conference Services leadership team to allocate resources as needed. Ensures excellent communication is maintained regarding all project status and priorities.

  6. Translates between users and the technical teams (vendors) to ensure all parties understand, in their own terms, system needs, requirements and technology parameters and constraints

  7. Implements the approved actions and workarounds required to mitigate project risk events.

  8. Develop detailed system designs which support the system requirements. Conduct technical reviews and walk-through of IT design documentation with development and design team members. Review and critique the technical documentation of other systems to assure quality products.

  9. Define information business systems requirements jointly working with management and professional staff in user departments. Technical solutions must satisfy the business needs for the future, i.e., consider University growth and customer service objectives.

  10. Provide guidance in creating standards, testing procedures, version control, etc. Maintain a professional awareness of tools and techniques that might be used to improve the quality of service.

  11. Assist with technology reviews, evaluations and selection processes.

  12. Develop strong relationships with key contacts.

  13. Coordinate the dissemination of information and the collection of satisfaction information with all supported users.

  14. Provide departmental leadership as needed to external offices and represents Office of Conference Services as well as Housing & Residential Life on departmental and divisional committees when required.

  15. Facilitates positive staff communication, morale, and performance.

  16. Records detailed customer requirements, constraints, and assumptions to establish project deliverables.

  17. Adheres to University and unit-level policies and procedures and safeguards University assets.

  18. Reports to the Director of Conference Services.

Job Requirements

Knowledge, Skills, and Abilities:

  1. Strong administrative and problem-solving skills

  2. Exceptional written and oral communication skills

  3. Ability to develop and maintain positive working relationships

  4. Major systems development and implementation experience

  5. Program Management and Budget experience

  6. Ability to effectively work with people in other departments and/or outside of the enterprise

  7. Proficiency in EMS software

  8. Proficiency in Conference Programmer by Seattle Technology Group

Education Requirements:

Bachelor’s degree in information technology, information systems, computer science, or another related field is required.  Master’s degree in related field highly desirable.

Work Experience Requirements:

Minimum requirements are 3 years of information technology and project management work experience, including 3 years of business system analyst experience.

Previous experience with collegiate conferences/event software implementations is desired but not required.

Application Information

Interested applicants should apply through the University of Miami HR/employment site...Position #100040023

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