Assistant Director, University Center
Assistant Director, University Center (Event Services) – Job #10486
POSITION OBJECTIVE
Serving as both an advocate for the client and the university, the Assistant Director exists to generate revenue through internal and external sales, marketing, contract negotiation and public relations as well as manage the scheduling, planning and execution of conferences and events as contracted at the Tinkham Veale University Center (TVUC).
ESSENTIAL FUNCTIONS
- Business development functions, including creating a comprehensive marketing and promotions plan to maximize revenue generation including pricing. Creating and maintaining the department’s website and online reservation portal. Attending trade shows to showcase facilities and cultivate potential business. Representing department in event and conference presentations to campus and community; and providing tours to potential clients and answering questions regarding event spaces and services. (25%)
- Direct event delivery, policy and procedure development, and implementation in scheduling and reservation processes. Optimizing space utilization in meeting and conference facilities. Directing and ensuring successful event execution including in-house and contracted services/equipment. Directing with on-campus food service provider to implement all food and beverage needs; provide event support with in-house audio/visual equipment. Direct the experience for high-level donors and foundation executives, as well as university senior leadership and make critical decisions on utilization of resources to meet and manage expectations. (35%)
- Direct the system support and implementation of event and conference management software for department and other event venues across campus. Collaborating with other auxiliary campus services (parking services, MediaVision, security) for implementing additional event needs. Initiating and negotiating event contracts for clients, donors, VIP’s and high level department executives. Directing the processing of all billing statements, and establishing and maintaining lost and new business record keeping and when appropriate, making cold calls. Directing the tracking of all event details and changes in the event management software and communicate details to all teams. (30%)
- Direct and manage the staffing responsibilities including hiring, training, evaluating and daily supervising. Make recommendations for policy and procedure implementation. Assist in designing, implementing, and facilitating training, leadership, customer service, and personal development retreats, workshops, and programs for full-time staff, student staff, interns and graduate assistants. Supervising the Information desk administrator(s), information desk assistant and any assigned graduate assistants and student personnel. Supervise cooperatively with other senior staff, the accounting clerk, special events manager(s), assigned technicians, special events student staff and graduate student supervisors. (10%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned
CONTACTS
Department: Daily contact with supervisor and department staff to maintain workflow.
University: Regular contact with President’s Office, Corporate Relations, Alumni, Admissions, Orientation, Donor Relations, Registrar Student Affairs, Housing and Residential Life, Thwing Center and other scheduling/client departments.
External: Frequent contact with event planners, clients, and consultants to exchange information.
Students: Frequent contact with students to exchange information.
SUPERVISORY RESPONSIBILITY
Supervise the information desk administrator(s), information desk assistant and any assigned graduate assistants and student personnel. Supervise cooperatively with other senior staff, the accounting clerk, special events manager(s), assigned technicians, special events student staff and graduate student supervisors. When assigned, take supervisory responsibility for the University Center, supervising all on-site staff and students and coordinating activities of food service, custodial, tenant, service provider and security personnel.
QUALIFICATIONS
Experience: 2 to 3 years full-time experience that includes experience as a supervisor.
Education/Licensing: Bachelor’s degree required.
REQUIRED SKILLS
- Demonstrated ability to communicate effectively one-to-one, in small groups and in public speaking contexts. Ability to interface with colleagues, supervisors, and customers face to face.
- Willingness to facilitate open and effective communication, cooperation and teamwork within and outside of one’s own team.
- Ability to establish and maintain professional relationships with student and professional staff, division colleagues and the university community.
- Friendly and out-going personality.
- Ability to create an environment of understanding and acceptance and challenge organizational policies and practices that may be exclusionary.
- Ability to plan, organize and schedule in an efficient, productive manner and target projects or initiatives that require special attention and focus on key tasks when faced with limited time and/or resources.
- Ability to work effectively in an environment in which the parameters may change daily and to adjust behavior to meet the needs of different people and situations.
- Demonstrate success following through on commitments while incorporating courage, objectivity, trustworthiness, honesty, respect and fairness in daily actions.
- Ability and willingness to explore alternatives to existing products and services and identify opportunities to improve procedures and practices.
- Demonstrate energy and desire to achieve and ability to take action that no one has requested to improve or enhance job results and avoid problems.
- Knowledge of contract development with service providers/vendors, negotiations and execution.
- Ability to demonstrate creativity and flexibility in working on various projects with a variety of constituent groups.
- Ability to write precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
- Ability to work autonomously and manage multiple tasks simultaneously.
- Ability to analyze situations and develop solutions.
- Ability to establish and maintain effective working relationships with a diverse group of employees, the university community and non-university related clients from across the nation and the world.
- Working knowledge of standard office machines and computer software including but not limited to: Microsoft Word, Excel, common email platforms, social media and EMS or other scheduling/ticketing software packages.
- Ability to meet consistent attendance.
WORKING CONDITIONS
Typical office environment. Frequent travel between buildings. The employee may need to work nights and weekends as needed. This position is not eligible for the staff hybrid work program.
TO APPLY
Visit: https://case.edu/hr/careers. Job id: 10486