Director of Meetings, Events and Conference Services

Saint Mary’s College of California

Moraga, CA

ID: 7061178 (Ref.No. 1652171)
Posted: October 8, 2019
Application Deadline: November 8, 2019

Job Description

The Director of Meetings, Events, and Conference Services (MECS) is responsible for providing overall leadership and direction for the development and execution of external and sponsored client business for a year-round, revenue-generating conference services department. Overseeing the Tier System/Policy of Scheduling, the Director of MECS functions within the mission of the College and provides scheduling and fiscal oversight for meetings, events, and conference services operations across campus exterior and interior facilities year-round and for summer conferencing operations and activities (including but not limited to, quads and other outdoor non-athletic spaces, classrooms for non-academic purposes, conference rooms, Soda Activity Center, and Hagerty Lounge). This includes developing leads for summer conferences, planning external sponsored events, and overseeing the events process for internal sponsored events. Reporting to the Dean of Students, the Director of MECS will specifically oversee scheduling of single-day events throughout the academic year and all summer conference processes (such as contracts, billing, program logistics, hold program coordinators accountable to SMC policies and procedures); facilities management of the Soda Activity Center and Hagerty Lounge (maintenance, custodial, upgrades); strategic planning; business and administrative services; information systems; and sales and marketing processes and promotion.

The Director of MECS must work closely with the Dean of Students' areas of Campus Housing, Residential Experience, New Student and Family Programs, Community Life, Student Involvement and Leadership, in addition to colleagues within the Division of Student Life to create marketing and communication strategies and optimal experiences for all clients in conference service facilities. The Director is responsible for College revenue, an annual operating budget, and for promoting an effective, positive, and productive work environment. With the Dean of Students, the Director leads efforts to project, vision, strategize, and anticipate future upgrades, development, and expansion of the College's conference services program as needed through strategic and business plans.

Responsibilities:

1. LEADERSHIP AND ADMINISTRATIVE MANAGEMENT:
Oversee the College's conference initiative as a self-sustaining auxiliary operation, including marketing materials, current client maintenance and direct solicitation of new conference/meeting business. Develop and maintain relationships with conference clients. Develop and maintain positive working relationships with internal partners on campus in order to attract mission-related events and to ensure maximum occupancy in events spaces, while reflecting College priorities. Spearhead strategic meetings with internal partners and all pertinent campus service providers, following up on issues/concerns, working to resolve problems and develop improved processes and procedures for future meetings, events, and conferences. Update and develop operational policies and procedures.

Manage all-campus scheduling functions, through the Tier System policy, with the exception of classes used for academic courses and indoor and outdoor athletic facilities. Scheduling oversight includes but is not limited to Soda, Hagerty, Redwood Grove, quads, conference rooms). Conduct client meetings to determine conference needs (physical logistics, dining, overnight accommodations, AV, special activities), discuss applicable policies and insurances, assisting with service providers, and review contract details.

Oversee all client contracts and serve as the main client contact for major events (external and internal) and single-day conferences/events. Work closely with Town of Moraga organizations. Responsible for the planning and implementation of "Grad Grounds," a campus-wide, traditional, signature post-commencement reception for graduates. Establish rates and charges for meeting space and supplemental services for the Office of Meetings, Events, and Conference Services. Work very closely and collaboratively with Campus Housing who sets the housing accommodation rates.

Approve staff and equipment needs for Conference Services. Maintain department equipment and cleaning records of inventory (AV, linen, carpets, keys, replacements in Soda/Hagerty). Serves as on-call manager to handle after-hour client concerns, student crisis, and other emergency situations as they arise.
2. COORDINATION OF SUMMER CONFERENCES:
Oversee, support, and plan all summer conferencing. Enforce conference policies and procedures, especially as they pertain to event planning and production for the external and sponsored client. Close attention is given to various mission-driven programs and projects, including recommending development of renovations of fixtures, furnishings, and technology in event venues. Coordinate summer rosters, housing and programmatic needs, and with the Campus Housing professional staff, determine housing assignment arrangements for clients.
3. SALES, MARKETING, AND ASSESSMENT:
Develop and assess an overall marketing and sales program for the Office of Meetings, Events, and Conference Services for the promotion and solicitation of securing potential conference clients for College revenue and MECS operations. Seek new external clients through off-campus visits and improved marketing materials and techniques.
4.CAMPUS-WIDE PARTICIPATION AND COLLABORATION:

Collaborations and partnerships with the following departments: Sodexo, Facilities, Scheduling Office, IT, Business Services, Athletics and Campus Recreation, Office of Mission, Enrollment, and Student Life and Dean of Students colleagues to assess needs, discuss comprehensive policies, schedules, rates, and identify common areas of collaboration. Chair the Meetings, Events, and Conference Services Logistics Committee and other meetings that convene specific campus schedulers and other department event planners. Participate and assist with College-wide programs, activities, and training as needed. Participate as a member of the Division of Student Life Directors Group. Participate in both Division and College committees as assigned.
5. BUDGETS/SOFTWARE: Manage the billing/invoicing and collection of all rentals and services for Conferences and associated events to meet a set revenue goal annually. Track all income and expenses for services and events related to external and sponsored business. Create a profit/loss document for all programs to ensure efficiencies and profitability. Prepare annual budget and annual report of operations, maintenance, revenue, and chargebacks. Review and update summer conference and single event contracts and invoices. Establish new rates for Conference Services to be used by contracted outside user groups. Utilize the Ad Astra software system, generate reports, coordinate the selection of any software purchases/upgrades.
6. SUPERVISION AND TRAINING:
Oversee the hiring, training, supervision, and evaluation of student and professional staff to assist with all events, logistics, marketing initiatives, and conferences.

7. OTHER DUTIES AS ASSIGNED

Participate in both division of Student Life and College committees as assigned. Work in a highly collaborative, fast-paced, and culturally diverse campus environment and develop effective relationships within the division of Student Life and with other areas of the College.

This position description identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by their supervisor.



 

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