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Department: Events and Conference Services
Position Category: Staff
Schedule: Monday- Sunday Dependent on Event and Conference offerings
Will driving be required?: Yes
If temporary, list start date:
If temporary, list end date:
Requested start date for this position: 02/26/2018
Pay Rate: Salary commensurate with qualifications and experience
Benefits Eligible: Yes
Campus Location: Northwest Denver
Full-time or Part-time: Full-Time
Posting Number: 201101110
This Assistant Director of Events and Conference Services provides leadership and management of the university's Conference Services operations at all locations. This unit generates revenue for the institution from its facilities when they are not in use for the primary purpose of educating students. The position's responsibilities include selecting and leading the staff of Conference Services and identifying and securing an expanding customer base to increase the return on the university's investment in its facilities.
Manage the Conference Services operations at all locations through planning, organizing and controlling the systems and processes required to effectively develop a sustainable growth in revenue through a mix of recurring and new clientele.
Key qualities include:
* excellent and professional communication across all mediums;
* the ability to multi-task effectively;
* personable, consistent and results-oriented approach to human resources;
* genuine relationship-building skills;
* motivation to achieve win-win outcomes;
* outstanding client relations & customer service; and
* passion for delivering on the details that creates memorable events and reliable delivery on commitments.
In concert with other campus departments, student workers, contractors and vendors, the Events & Conference Services department is flexible, team-oriented and provides the type of service and dedication to excellence that earns respect and repeat business. The Assistant Assistant Director will ensure that all safety protocols, local and company health department regulations, human resource policies, and Regis University standards and expectations of conferences and events are consistently met.
Hours may vary to include some evening, holiday and weekend times according to the event scheduling.
Major Duties and Responsibilities:
30% Managing and coordinating all summer camps and conferences: handling all proposals, contract negotiations, logistics, and overseeing the invoicing in addition to being the main point of contact for the groups. This also includes managing all of the inter-departmental logistics with Housing, Phys Plant, ITS, Campus Safety, Bon Appetit, and other departments as needed.
25% Financial Responsibility; Monitor the financial viability of the operation through participation in the universitys annual budget process for both revenue and expenditure and the careful analysis of variances from budget and the investigation and implementation of the appropriate corrective action. Oversee the credit and collection of the units accounts receivable.
25% Execution of daily operations including creating and implementing policies and procedures for events on campus, as well as planning, coordinating, publicizing and implementing all large and high-profile meetings, events, camps, and conferences on campus.
The Assistant Director oversees the Events Coordinators who oversee and handle the day-to-day operations of logistics for all other events. Negotiate and prepare all contracts for on-campus Conference Services events with both internal and external clients. This includes screening potential clients to ensure they meet the appropriate non-profit status.
Negotiate and coordinate with Facilities Services as well as external vendors for services required by clients to meet their facility requirements.
15% Attracting, hiring, training and retaining talent for the ECS team Interview, select, orientate, train, review and discipline Conference Services staff in both units as required.
5% Performs other duties as necessary to support the needs of the Department and the Universitys mission.
Bachelors degree in hospitality, event management, business, or other related degree; or a 2-year degree in the same disciplines. Three years of directly related Conference & Events management.
Skills and Abilities:
Excellent supervision and guidance skills.
Creative, innovative and self-motivated worker who can work with minimal supervision.
Ability to work on campuses and with vendors with a wide variety of people and personalities and respond gracefully and professionally in high-pressure situations.
Quick learner who possesses the ability to work on their own and come up with solutions to problems and/or limitations. The position also demands that the individual have the ability to determine the course of action to be taken when developing and implementing policies and procedures that involve a diverse group of people and various moral implications.
Be able to lift or carry 25-40 lbs.
Language and Communication Skills:
Ability to negotiate contracts with vendors and clients.
Excellent written and verbal communication skills.
Excellent interpersonal communication skills.
Comfort with public presentations, technology, hosting meetings (with customers and student groups), and writing memos and reports.
Ability to work and perform in fast-paced, stress-filled environment because of the nature of event planning and management.
Physical: Often are required to carry or lift heavy items up to 40lbs in support of events across campus.
Lifting & Carrying: Frequent moving of tables, chairs, signage, boxes, furniture, boxes and other items to support events across campus.
Body Positions: Sitting for extended periods of time in meetings, in vehicles for travel/appointments, moving across campus.
Body Movements: Standard body movements required of public speakers. Must enter and exit buildings for meetings, lunches, and appointments. See above for additional information.
Hand Use: Writing, telephone, fax, computer, other office equipment; greeting and shaking hands.
The sense of Touch: See above.
Hearing: Must be able to hear over the telephone (this is a primary mode of communication) and at information meetings and private appointments.
Vision: Must be able to use audiovisual materials, help design marketing collateral and web pages and observe individuals.
Ability to prepare invoices.
An understanding of spreadsheets and budget reports.
Budget management skills are highly desirable.
High comfort level with Microsoft Word, Excel, Access, Publisher and Adobe Reader information.
Ability to issue RFPs for technical solutions, assess responses and negotiate contracts
Quickly learn computer programs.
o Ability to navigate social media and to use computer systems such as Banner, Datatel, Colleague, etc.
o Experience with R25 or 25Live Scheduling, or other event scheduling software.
Remembering: Must recall vast amounts of sometimes technical information, policies, and procedures.
Language Ability: Must have clear speaking for public speaking and group/individual meetings. Must have clear writing ability for all written communications.
Sound judgment in complex and arduous situations.
Ability to develop a business plan and execute same.
Understanding of the elements of providing exceptional customer service, problem-solving and ability to administer and execute several programs simultaneously.
Understanding of the structure of a University, its constituents, the needs of a campus community, the resources and requirements of the surrounding community with regards to events, and the flow of information within a University structure.
Understanding of the development level and needs of college students.
Ability to respond to emergency situations.
WORKING CONDITIONS: This position will work inside in an office environment and the classrooms as well as traveling across campus most days to manage event spaces and events. This position will also travel to extension campuses and meetings off-site as needed
5 years of upper management experience in high volume campus, hotel, conference center or other large event venues. Experience working in an academic setting, ideally in events. Comprehensive meeting planning skills. Masters Degree.
Regis University, inspired by its Jesuit Catholic heritage, has been committed to academic excellence, personal development and community engagement since its founding in 1877. Regis provides values-based education at the undergraduate, graduate and doctoral levels and is accredited by the Higher Learning Commission: A Commission of the North Central Association of Colleges and Schools. Its motto, Men and Women in Service of Others, describes the purpose of Jesuit education: to form men and women who use their knowledge in the unselfish service of others. Regis is composed of five colleges: the College of Contemporary Liberal Studies, Regis College, College of Computer & Information Sciences, College of Business & Economics, and Rueckert-Hartman College for Health Professions, which includes the schools of pharmacy, physical therapy and nursing.
Beyond its historic campus in Northwest Denver, there are Regis campuses in Thornton, the Denver Tech Center and in Colorado Springs. Regis currently serves about 10,000 students in online and campus environments and has been ranked as a top school in the Western Region for 20 consecutive years by U.S. News & World Report.
UA EEO Statement:
This statement is intended to indicate clearly that the University is morally committed to the principles of nondiscrimination that we want to do this rather than just have to by law.
In accordance with its Jesuit Catholic mission, Regis University is committed to maintaining a humane atmosphere in which the civil rights of every individual are recognized and respected. Regis University does not unlawfully discriminate in either the provision of educational services or in employment practices on the basis of race, color, religion, national origin, creed, ancestry, gender, age, marital status, sexual orientation, military or veteran status, physical or mental disability, or any other characteristic protected by local, state, or federal law. Within this context, Regis University does reserve the right to give employment preference to persons who demonstrate by word and practice a commitment to the Universitys mission and educational goals.
Open Until Filled: Yes
(Positions may remain open until we have an adequate applicant pool or the close date listed, whichever occurs first. Please consider applying for positions as soon as possible)
Special Instructions to Applicants:
To apply, visit: https://jobs.regis.edu/
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