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Assistant Director of Conference and Events (13391)


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Location: Edmond OK

Company Name: University of Central Oklahoma

Occupational Category: 43-6014.00,Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Date Posted: 2020-02-08

Valid Through: 2020-03-09

Employment Type: FULL_TIME

Description:

Hours Per Week

40 hours, with occasional evening and weekend responsibilities.

Position Overview

Develop, plan, and direct the executions of activities events; such as conferences, seminars, special promotions, programs, camps, and/or direct mail campaigns. Develop and monitor budgets. Develop marketing strategies to promote participation. Recruit and coordinate staff, volunteers, and students to support programs. Coordinate with other campus functions (e.g., facilities, communications, public safety).

Department Specific Essential Job Functions

Responsible for managing a quality Conference and Events Services operation by meeting the needs of the university student organizations, faculty, staff and external community, while maintaining a profitable operation. Directly supervises the Conference and Events Staff including 3 Conference Consultants and up to 5 student workers. Recruits, hires and trains Conference and Events staff in their proper functions and responsibilities coordinates all changes and disciplinary action with the Director of Campus Enterprises Services. Acts as the primary liaison between Catering Services and the Conference and Events Services operation. Works closely with the Facilities & Operations area to ensure a quality conference and events product. Manages application administration of the Event Management Software application (EMS). Approves all scheduling of the Nigh University Center facilities. Monitors evening and weekend Conference and Events Operation of the Nigh University Center, recommends and helps coordinate the appropriate personnel as necessary. Renders charges for special services and consults with the Director of Campus Enterprises Services and other administrative officers when outside organizations, student organizations, and university department's desire use of facilities and have special needs. Reviews all invoices, purchase orders and approves requisitions and vouchers related to the Conference and Events Operation as needed for final approval by the Director of Campus Enterprises Services. Works with the Coordinator of Sales and Marketing to promote and market the Nigh University Center as a potential venue for external organizations and customers. Will be part of the departmental goal setting, strategic planning and assessment of the Nigh University Center. This position can be on-call in the evenings and weekends and requires the successful candidate to maintain a smart phone on which to receive telephone calls, texts or emails from authorized personnel. This is an essential position and may be required to come to work when there is inclement weather. Performs other duties as assigned

Qualifications

Qualifications/Experience Required:

Requires a bachelor's degree or equivalent work experience that provides extensive knowledge of fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results. 7+ years of experience with leading planning, including program development and innovation, program prioritization, and assessment. Extensive knowledge and comprehensive understanding of functional area. Appropriate profession accomplishments and credentials.

Qualifications/Experience Preferred

Bachelor's degree in related field. Three years of experience in management. Three years of experience in a public-use building operation or special event center and/or management experience in a large student union setting. Previous experience in catering operations. Previous experience with EMS software or other computerized scheduling software.

Knowledge/Skills/Abilities

Skills and Behavior: Management; Communication; Trust and Credibility; Dedication; Collaboration; Time Management skills; Ownership of individual performance goals; Ambitious; Positive. Must possess strong customer service and interpersonal skills. Posses analytical and collaboration skills. Ability to effectively communicate including reading, writing, speaking, and understanding English to a wide range of needs and audiences. Ability to follow policies and at the same time be able to think outside the box to resolve problems. Ability to work with specialized groups and maintain courteous attitude in dealing with students, faculty, and staff. Ability and willingness to complete several concurrent tasks in a fast-paced, detail-oriented, multi-tasking environment.

Physical Demands

Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions