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Associate Director, Conference Services

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Position Information

Position Information

Present Position Number 00047W
Role Code Title General Admin Supv I/Coord I
Position Title Associate Director, Conference Services
Position Summary

The Associate Director of Conference Services will assist with directing the department’s strategic efforts to meet the needs of students, faculty, staff and visitors through campus services that ultimately contribute to the fund balance and support the mission of William & Mary.
The Associate Director of Conference Services is responsible for the management of multiple services on the campus that is sold as part of conferences and events held on campus, when combined, generate $1 million in sales annually. Duties include, but are not limited to,
• Administration of conference services contracts;
• Provides supervision of full-time and part-time employees;
• oversight, planning, and adhering to budgets;
• Monitor customer service;
• provide goods and services to meet the needs of customers;
• provides continuous improvement of best practices;
• serves the campus community through service on various committees and task forces;
• participates in staff development opportunities which directly relate to the advancement of college auxiliary services.
The Associate Director reports to the Director of Conference Services and serves as the primary back-up to that position.

Required Qualifications

• Bachelor’s degree in Business Administration, Hospitality Management, Event Management or related field or equivalent combination of education and experience.
• Significant or substantive experience and/or training in conference and event services within higher education or similar business operations within the private sector.
• Demonstrates thorough knowledge of successful office practices and protocols with the ability to support a variety of routine and complex tasks.
• Strong working knowledge of conference, camp and/or special event planning coordination.
• Demonstrates strong planning skills with the ability to develop scheduling methods and coordinate logistical details.
• Proficiency in a variety of software applications (MS office, specifically MS Word, and Excel) database management and web-based applications.
• Strong analytical skills with the ability to compile and analyze data, produce reports in a variety of formats.
• Excellent problem solving skills, with the ability to identify and resolve problems within scope of position.
• Demonstrates strong organizational skills with the proven ability to manage multiple and competing priorities within specific deadlines.
• Demonstrates excellent oral and written communication skills,
• Demonstrates a strong customer service orientation and the ability to work effectively with internal external constituencies, while exercising diplomacy and tact in all interactions.
• Demonstrated commitment to teamwork, with the ability to work collaboratively and independently, while taking an appropriate level of initiative.

Preferred Qualifications

• Certified Meeting Professional (CMP) or Collegiate Conference and Event Professional (CCEP).
• Progressive supervisory experience with the ability to train, manage student performance and work overflow and managing full time staff and student workers.
• Familiarity with College facilities and policies/procedures strongly preferred.
• Knowledge of Cascade.
• Familiarity with the RFP process.
• Demonstrated experience with organization wide conference engagement is highly desirable.
• Experience with Coordinating Adult and or camp events for minors, is a plus.
• Previous experience using CP, IRIS, Banner, eVA, and EMS is highly desirable.
• Previous experience in collegiate conference operations.
• Previous experience in sales and marketing of collegiate conferences and events.
• Previous experience with registration management services to include reconciliation, reporting, confirmation, invoicing, abstract submission, and on-site execution.
• Extensive knowledge related to state and university regulations and guidelines as they pertain to special events (risk management, permitting requirements, minors on campus, etc.)

Advertised Pay Range Commensurate with experience
Department Conference Services - 922000
Location William & Mary
University Salary Range

U07
Job Open Date 09/13/2017
Review Begin Date 10/09/2017
Job Close Date
Open Until Filled Yes
Employment Category Operational FT
Position Term 12-Month
Special Application Instructions
Conditions of Employment:

• This position will be expected to work evenings, weekends and holidays during high peak times, but will have the ability to work a varied and flexible schedule (particularly during the summer when events occur during off business hours, to include weekends and
holidays).
• This is a restricted position subject to availability of funding.

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

EEO Statement

The College of William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The College is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

Background Check Statement

The College of William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Supplemental Question

Required fields are indicated with an asterisk (*).

  1. * Describe your years of experience in conference/event planning or in the hospitality field.
    • Knowledge of = Up to 1 year of experience or education and training
    • Working knowledge = 1 to 3 years of experience
    • Experience = 2 to 4 years of experience
    • Significant experience = 4 to 8 years of experience
    • Extensive experience = 8 years or more of experience
  2. * How much experience do you have working in a professional office delivering customer service?
    • Knowledge of = Up to 1 year of experience or education and training
    • Working knowledge = 1 to 3 years of experience
    • Experience = 2 to 4 years of experience
    • Significant experience = 4 to 8 years of experience
    • Extensive experience = 8 years or more of experience
    • Extensive = 10+ years of experience
  3. * Please indicate the number of years of experience you have with registration management.
    • 0-1
    • 1-3
    • 3-5
    • More than 5
  4. * How many of years of experience do you have with processing fiscal actions?
    • 0-1
    • 1-3
    • 3-5
    • More than 5
  5. * Please indicate the number of years of experience you have in collegiate conference operations.
    • 0-1
    • 1-3
    • 3-5
    • More than 5
  6. * Please list any professional certifications you hold that are related to this position.

    (Open Ended Question)

  7. * Please note the types of events you have had experience coordinating.

    (Open Ended Question)

  8. * Please note the sizes of groups you have had registration management experience with.
    • 0
    • 1-50
    • 51-150
    • 151-300
    • 301-500
    • 500+
    • 1000+
  9. * Please briefly describe what quality customer service means to you.

    (Open Ended Question)

  10. * Please describe your organizational approach to conference coordination.

    (Open Ended Question)

  11. * Please describe your experience supervising full-time, part-time, and student staff.

    (Open Ended Question)

  12. * Please describe your experience creating and managing conference and event budgets.

    (Open Ended Question)

Supplemental Documents

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
  3. Writing Sample
Optional Documents
  1. Other Doc
  2. Other 2