<p>Responsibilities and Duties:</p><p>40% Manage conference center quality, service, and perception<br />• With senior management and leadership in the Department of Pediatrics, UMF, and UMMCH/Fairview, uphold Wilf Family Center (WFC) mission to provide medical education, programs aligned with children’s health, and patient/family engagement events.<br />• Advise guests on event planning within the center including accommodations, resources, audio-visual equipment and support, as well as hospital-wide policies, services, and systems. Facilitate the guest experience, and serve as the official representative of the WFC.<br />• Retain primary and individual responsibility for establishing and maintaining center operating principles, policies, and procedures.<br />• Oversee all official WFC communication provided to guests such as website content, digital and physical signage, special event information, directions, etc. Develop official communications and templates. Approve WFC content.<br />• Analyze market data, customer feedback and individual organization information to determine center policy and process including day-to-day strategy and changes to planned course of action. Authorize changes to events. Provide data to leadership, UMF/donors.<br />• Advise senior leadership. Represent senior leadership and WFC in meetings. Serve as WFC advocate during organizational planning and leadership meetings.<br />• For high-profile events (Vikings/sports teams, news broadcasts, donor events, national organizations), coordinate with event planners, co-sponsors, speakers, and other special guests to ensure a smooth event experience from conception to implementation and follow-up. Attend select events.<br />• Create and implement new ideas to improve the guest experience.<br />• Instruct guest super-users on audio-visual systems and procedures.<br />• Solicit feedback from center guests to ensure continual improvement of their experience.<br /><br />25% Establish, implement, and maintain an open source multi-organization reservation system including related center technology and services<br />• Manage master reservation and resource scheduling and billing software, including ongoing development, analysis, and reporting.<br />• Execute conference center scheduling and logistics efficiently, effectively, and in a timely manner. <br />• Facilitate resources to ensure smooth operations and communications between center guests, support services, and center personnel.<br />• Work with Fairview and UMN to establish and manage the space rental annual budget, billing processes and practices, and set space/amenity/service rental rates and fees.<br />• Develop, modify, and ensure enforcement of reservation and billing policies regarding the use of the facility by internal and external constituencies.<br />• Maintain current and accurate space profile information to include audio-visual technology, seating capacity, room features, photographs, room accommodations, and related characteristics for each conference center space. Must be thoroughly familiar with all aspects of the center including accommodations, storage, access, and support services available.<br />• Liaise between University of Minnesota entities, Fairview entities, vendors, and consultants.<br /><br />25% Direct and control all operations-related activities including regular maintenance, repairs, and cleaning of the facility<br />• Partner with Fairview and UMN departments to ensure smooth operation and upkeep of the facility including Environmental Services, Facilities, Security, Parking and Transportation, Nutrition Services, Information Technology, and Audio Visual Services.<br />• Lead weekly operations meeting to review center commitments with area managers to confirm service line staffing and expectations.<br />• Proactively and independently troubleshoot office space, technology, equipment, furnishing, and utility issues. Communicate issues to appropriate party; escalate issues appropriately.<br />• Uphold and enforce the established high standards of customer service and performance expectations for operation center staff. Provide performance feedback to operational managers.<br />• Maintain center inventory, including supply management of furnishings; and coordinate all movement of space occupants.<br />• Uphold and enforce the established high standards of cleanliness and upkeep of the facility and its amenities.<br />• Continually pursue safety, security, and sustainability measures in WFC.<br />• Liaise between Fairview and UMN departments regarding operational concerns and feedback.<br /><br />10% Other duties as assigned</p><p> </p>
<p><strong>ALL REQUIRED QUALIFICATIONS MUST BE DOCUMENTED ON APPLICATION MATERIALS.</strong></p><p>Required Qualifications:<br />• BA/BS or a combination of related education and work experience to equal four years.<br />• Previous experience planning/scheduling events or conferences.<br />• Excellent technical skills, including proficiency in word processing, spreadsheet, and scheduling programs. Must be adept at learning new software. <br />• Excellent interpersonal skills including written and verbal communication skills to include thorough knowledge of English grammar, punctuation, and spelling.<br />• Ability to manage large quantities of correspondence. Responds to inquiries professionally, accurately and timely.<br />• Demonstrated ability to learn, interpret independently, and apply a variety of complex policies and procedures<br />• Strong planning, organizational, and execution skills. Experience handling multiple projects at one time, and adapt to ever-changing environments. Ability to work effectively under time constraints and deadlines. <br />• Takes initiative and anticipates needs of others. Ability to think quickly and efficiently when confronted with a guest request. Proactive, approachable and solution-focused. <br />• Highly responsible & reliable. Ability to work a varied schedule that may include evenings and weekends.</p><p><br />Preferred qualifications:<br />• Passion for event management/marketing<br />• Experience with videoconferencing, EMS scheduling software, Acano, 22 Miles, and/or other conference center software.<br />• Working knowledge of medical terminology<br />• Professional demeanor and appearance</p><p> </p>
Internal Number: 321576
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.