Director of Conference Services- UM Western

Profile

Director of Campus Events and Conference Services
Department:
Auxiliary Services
Position:
12-month contract with complete benefit package
Salary:
$50,000 - $52,000 depending on experience
Union Affiliation:
None
Benefits Include:
Insurance package,
mandatory retirement plan,
dependent partial tuition waiver,
faculty/staff tuition waiver
wellness program:
Pro-rated annual and sick leave;
Public Employees Retirement (PERS) optional.
Description
Reporting to the Senior Director of Auxiliary Services, the Director for Campus Events and Conference Services is responsible for the leadership and day-to-day management of the department full cycle, from prospecting to billing. They oversee the coordination and planning of all annual campus events in which college administrators, faculty, staff, students, alumni, community members, and prospective students are in attendance. By building relationships and partnerships with Athletics, Residence Life and Housing, Dining, IT, Facility Services, Development and Alumni Engagement, local leaders, schools districts and others, they strive to grow and support a Conference services program which generates revenue, but more importantly serves to introduce Montana Western to a broader audience, including prospective students.
The Director is responsible for department policies and procedures; strategic planning and goal setting, and establishing performance standards, training, and supervising a team of full-time and student staff members to ensure that each is well prepared to provide excellent customer service to the campus community as well as all visitors. The Director serves on the Auxiliary Services Leadership Team, assuming key roles in division decision-making.
The essential duties of this position include:
Frequently throughout the year, business demands will require this position to work outside of normal working hours and be present at large-scale events in the evening or on the weekend.
Develop, direct, and implement policies, procedures, and systems to ensure the successful, efficient, and safe execution of campus events and conferences. Oversees policies and procedures that ensure conference and youth program compliance with local, state, and federal legislation involving child protection, health and safety regulations, and internal controls around best fiscal practices.
Maintain appropriate staffing to effectively accomplish the goals of the unit; employ, train, supervise and evaluate full time and student staff members.
Develop and provide opportunities for staff to engage in professional development.
Lead and direct assessment and data collection initiatives pertaining to event and conference facilities and services to inform areas of growth and development.
Coordinate annual updates and release of fees related to facilities use and service, for camps and conferences by external stakeholders and campus partners that cover food costs, housing, facility rentals, technology support etc.
Provide leadership and oversee major campus events in support of the Chancellors Office, Foundation and Alumni Relations, and the Public Ceremonies Committee.
Coordinate efforts with University Safety and Security team, and others to ensure excellent event execution management.
In partnership with the Student Senate ensure that all programs planned by Registered Student Organizations are successful, safely planned and executed in accordance with the Colleges Facilities Use Policy including the collection of vender certificate of insurance, fire safety protocols, and safe food delivery where applicable.
Administer an annual budget and develop polices and systems for enforcement and oversight of in inventory control consistent with university procurement and accounting procedures.
Develop and maintain an up-to-date inventory of assets, including furniture, lighting, and audio-visual equipment, and regularly test and evaluate systems to ensure high levels of performance and function for events and conferences.
Overall management of the University non-academic scheduling and is responsible for ensuring a high level of quality customer service in a high volume, multi-faceted environment.
Serves as the liaison for University departments, student organizations and off-campus groups that request University facilities, and provides comprehensive support services for events/conferences including room arrangements, supervisors, security and the coordination of technical services.
Works closely with support service departments to facilitate efficient and effective utilization of campus facilities and manages necessary details to communicate event needs to these departments.
Ensures that each group has the appropriate insurance in place prior to the event.
Conducts consistent, ongoing meetings of designated campus committee members. Coordinates with various departments to ensure efficient timing for setup and cleaning by various crews including facility turnover and room resets, and works closely with campus departments to ensure effective utilization of campus facilities after regular academic hours.
Acts as the first point of contact to internal and external personnel for matters related to conference and event planning.
Coordinates all logistical support that is required (i.e., custodial, setup, technical assistance, etc.).
Provides assistance and information to faculty, staff, students, and outside organizations regarding facility use, services and capabilities. Responds to client questions or concerns and ensures all necessary follow-up.
Coordinates with clients to determine any special needs requirements for each event, including determination of resources available (ADA needs, stages, special setups).
Manages web-based event calendar for all campus hosted events and identifies system features to implement into departmental operations. Uses databases to coordinate event support needs with staff.
Works in an office environment as well as outdoors in all weather and temperature conditions.
Must reside within 20 minutes of campus and respond to scheduled and unscheduled events at all hours, emergency or otherwise, according to the needs of the University.
Performs all other duties as assigned by the Senior Director of Auxiliary Services.
Required Qualifications
Bachelor’s Degree in addition to 3-5 years of related professional experience; or any combination of experience and education that provides the competencies necessary to successfully handle the duties and responsibilities assigned to the position.
Proficiency required in computer applications and Microsoft Office.
Ability to independently organize, manage, and supervise all facets of activity coordination with attention to detail, ability to meet deadlines, and ability to manage information for process completion.
Ability and desire to continue to learn about current industry standards and trends.
Ability to work under stressful conditions and with a workgroup that is transitory in nature.
Ability to determine client event needs and identify appropriate venues and services to meet those needs while balancing capacities of venues and services.
Ability to communicate with, coordinate and direct professional and student staff.
Ability to communicate, apply and enforce all event related aspects of the State of MT and UMW policies and procedures.
Ability to be flexible and adapt to a rapidly changing work environment with frequent interruptions.
Ability to work frequent evenings and/or weekends as required. Work hours may vary according to need. Majority of the events are food service related, luncheon, banquets, etc.
Ability to move large and sometimes heavy boxes shipped from clients, move tables and chairs, and assist in room setup and teardown, which requires mobility and physical demands.
Demonstrated knowledge and experience in conference/event logistical planning, coordination and standards, particularly in a college setting.
Knowledge of and the ability to communicate client’s audio and visual technical needs as well as troubleshooting technical equipment.
Strong analytical and decision-making skills are essential.
Ability to make constructive recommendations for improvements of methods, procedures, or techniques.
Excellent communication skills with a strong commitment to provide excellent customer service.
Ability to establish and maintain cooperative and effective working relationships with campus support services, businesses, community organizations, faculty, staff, students and other diverse groups.
Must represent the University in a professional manner.
Must maintain a valid Montana driver’s license.
Preferred Qualifications
Master’s Degree and 5-7 years proven experience in conference and event planning, management, and scheduling.
Two years of personnel supervision or leadership.
Demonstrated customer service skills.
Experience in a campus or higher education environment preferred.
Demonstrated experience working in a team environment.
Experience in employee training and training material development.
Experience working with diverse groups.
Experience with StarRez software or knowledge of higher education enterprise resource management software.
Proficient in reservation/Scheduling software.
The University & Dillon Area
**MEMBERS ONLY**SIGN UP NOW***. Western is a dynamic, innovative, undergraduate university with over 70 full-time faculty and more than 1,200 students. It is located in Dillon, Montana in the scenic Rocky Mountains and has been awarded numerous top national rankings for delivering high quality, affordable education.
Montana Western is the only public four-year college in the nation offering
Experience One (X1),
experiential learning delivered on the block schedule. Class sizes are small and students take a single course at a time, three hours each day for 18 days, before moving on to the next course. Each course is four credits and four blocks are offered each semester. The block schedule facilitates field and lab work, undergraduate research, study travel, and interdisciplinary teaching. Montana Western’s faculty strongly believe in mentoring and inspiring students, and assisting them in the transition from university life to professional careers.
**MEMBERS ONLY**SIGN UP NOW***. Western is an integral part of the Dillon Community. With a population of 5,000 people, Dillon is known for outstanding public schools, safe environments, recreational opportunities, and an excellent quality of life.
**MEMBERS ONLY**SIGN UP NOW***. Western is an equal opportunity/affirmative action employer and encourages applications from qualified women, minorities, veterans and people with disabilities.
Criminal Background Investigation is required prior to the Offer of Employment
In accordance with University regulations, finalists for this position will be subject to criminal background investigations.
ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law.
References
References not listed on the application materials may be contacted; notice may be provided to the applicant.
Testing
Individual hiring departments at UMW may elect to administer pre-employment tests, which are relevant to essential job functions.
Employment Eligibility
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UMW, as legally required (e.g., Form I-9).
Application
Review of applications will begin immediately, but will remain open until the position is filled.
A complete application Includes:
Letter of Interest
– addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
Detailed Resume
– listing education and describing work experience.
Professional References
– names and contact information for three (3) professional references.
Or send application materials to:
Kelly Graham
Personnel Officer
**MEMBERS ONLY**SIGN UP NOW***. Western
710 South Atlantic Street
Dillon, MT 59725
****
Questions regarding this position should be directed to Michael Piazzola via email at ****
or by calling 406-683-7565. Review of applications will begin immediately and remain open until the position is filled.
Job Location
Dillon, Montana, United States

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