Conference Services Manager
Santa Clara University
Department: Conference Services
Part Year: No
FLSA Status: Exempt
Standard Hours (hours per week):
This position manages Conference Services operations providing year round direction and management of all aspects of the program including marketing, recruitment of clients, contract development and negotiation, coordination between sponsoring departments and conference organizers, conference logistics, staffing, vendor services (linens, appliances, electronic carts, custodial support, supplies), insurance and background verifications, billing, departmental budget development and financial performance. The manager coordinates campus service providers such as Dining Services, Facilities, IT, Media Services, Adobe Lodge, and others.
The Conference Services Manager reports to the Conference and Building Operations Director and collaborates, interfaces, and negotiates with departments all over campus and numerous off campus entities to fulfill the responsibilities of this position.
Essential Duties and Responsibilities:
1. Plan and coordinate campus residential conferences; meet with clients and potential clients to recruit conferences to the University, specifying conference support requirements and writing contractual agreements with clients.
2. Develop pricing and contracts with service agencies such as Dining Services, IT, Media Services, Adobe Lodge, and Facilities to provide conference support at reasonable costs and evaluate service costs on an ongoing basis to ensure competitiveness.3. Coordinate with sponsoring campus departments such as the Presidents Office, Admissions, Engineering, Business, Athletics, Law School, Pastoral Ministries, etc. to ensure that all group needs are met.4. Oversee conference-related activities including client billing, payment of vendor invoices, and dispute resolution with clients and vendors, written pre-event confirmation of vendor services and scheduling of University facilities for conference use.5. Determine fiscal requirements and prepare budgetary recommendations: monitor, verify and reconcile expenditure of budgeted funds.6. Develop effective working partnerships with related University departments and improve service for conference service clients and guests.7. Manage the residence hall facilities during the summer. This includes managing the assignment and use of the halls, maintenance requests, custodial service scheduling, damage assessment, and inventory of all spaces throughout the summer, upkeep of the buildings, and management of the service desks while occupied by conference guests.8. Supervise a centralized service desk throughout the summer so that conference guests have a single point of contact to make requests and report issues during their stay.9. Serve as a main point of contact for all departments affected by Conference Services programs: Residence Life, Dining Services, Athletics, Campus Safety Services, and Facilities. Provide relevant and appropriate information related to summer residential conferences and camps.10. Negotiate conference custodial contract, set standards for services required for individual unit turns and common area maintenance. Review performance against contract expectations.11. Coordinate the residence hall transitions from student occupancy at the end of the academic year to conference group occupancy and back to student occupancy in the fall.12. Determine, document, and communicate appropriate fee and rate schedules for all conference service charges including housing, dining, facility rental, linens, and other program costs. Rates are to be set on an annual basis in consultation with Dining Services, Athletics, and other departments as appropriate. Provide documentation of rates and schedule of routine charges to all groups upon reservation.13. Develop and maintain training manuals as well as policies and procedures manuals for conference service staff. Provide leadership, direction, and support to all staff supervised.14. Responsible for Conference Services emergency response preparation and for communicating this, as well as all fire/life/safety regulations and procedures to all program sponsors/contacts and to program participants if appropriate.15. Maintain familiarity with risk management and liability issues as they pertain to the execution of contracts and ensure that all conference groups provide evidence of acceptable liability insurance and employee/chaperone/representative background checks.16. Maintain familiarity with ADA compliance issues and resources available at SCU.17. Insure 24 hour oncall duty for all residence halls during the conference season (June August). Often during the conference season, work is required during unusual hours including early mornings, late evenings, weekends, and/or holidays to welcome incoming groups or facilitate check outs.18. Provide leadership that promotes trust, corporation, and high level of performance to conference service staff, clients, and guests.19. Provide professional support to program sponsors and as well as a central point of contact for University service providers.20. Market conference facilities and accommodations both to on campus sponsors as well as off campus groups to ensure the maximum utilization of our facilities and the maximum positive exposure for the campus to the community and potentially to youth in the position to select a college in the future.21. Other duties as assigned.GENERAL GUIDELINES1. Recommends initiatives and implements changes to improve quality and services.
2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
3. Maintains contact with customers and solicits feedback for improved services.
4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
5. Researches and develops resources that create timely and efficient workflow.
6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
7. Prepares and submits reports as requested and required.
8. Develops and implements guidelines to support the functions of the unit.
Provides Work Direction:
1. Recruit, select, train, supervise, evaluate, and schedule the team of Conference Services student staff members in preparation for and during the three-month summer residential conference season.2. During the Conference Services season (mid-June through August), in collaboration with the Assistant Director of Conference Services & Building Operations, provide operational direction and supervision to the Conference and Building Operations Coordinator.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
Will require travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, venders or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
During summer months will spend majority of time in the field interacting with staff and conference contacts &guests
Offices with equipment noise.
Offices with frequent interruptions
Progressive experience managing as well as possess knowledge of conference servicespreferably in a higher education environment.
Demonstrated customer service, supervision, accounting, budgeting, and contract development and administration experience required.
Excellent oral, written, presentation, and collaborative abilities required to maintain successful synergies between numerous University units as well as external groups.
Education and/or Experience:
-Bachelors Degree required.
-3 to 5 years of relevant work experience.
Salary Information: $57,057-$65,578
Open Until Filled: Yes
Special Instructions to Applicants:
To view the full job posting and apply for this position, go to https://jobs.scu.edu
About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in Californias Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus masters, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all masters universities in the West by U.S. News and World Report, Santa Clara University is Californias oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency