Director, Events and Conference Services

The Director of Events and Conference Services is responsible for management organization and coordination of events and/or conferences sponsored by key constituents to include: administration, faculty, students, or community partners. The Director will manage the daily operations of event management and provide collegial leadership in a hands-on work environment with a variety of people and processes. The director will produce events that reflect a standard of excellence and quality that represents the University well.

• Manages scheduling and logistical plans for campus events and conferences including those sponsored by individual departments, faculty members, administrators, external clients and events; implements an event management structure that ensures hands-on coordination and execution of day, evening and/or weekend events, serving as after hour contact/coordinator for internal support and event requestors
• Serves as the chief liaison between the client and university departments to include: facilities management, information technology, catering, public safety, general counsel, marketing, and other campus partners to ensure achievement of event objectives, site selection, contracts, and other logistical needs
• Spearheads strategic meetings with all pertinent campus service providers, resolving problems and developing progressive operational policy and procedures
• Collaborates with external vendors as needed to assemble cost estimates, design floor plans, transportation and lodging requirements and ensures that all required elements are in order
• Oversees the billing/invoicing and collection of all rentals and services for conferences and associated events to achieve event objectives
• Oversees facility rental process and revenue contracts and permits are completed in compliance with UH System and University policies for services and events related to external business
• Develops and maintains positive working relationships with internal and external partners
• Develops administrative systems to support efficient business processes, for space reservation, event coordination, management, and marketing

• Performs all other duties as assigned

Direct Reports:

• Full and Part Time Employees

Delegation of Work:

• Regularly assigns work to subordinate(s)

Supervision Given:

• Makes final decision on evaluating employee performance; hiring new employees; disciplinary actions; makes final decision on scheduling employee work hours; makes final decision on coaching and counseling; training; provides recommendations on handling employee grievances and complaints; and makes final decision on granting time off

Required Education:

• Bachelor's Degree

Required Experience:

• Minimum of four (4) years of progressive event planning experience in a high-volume complex academic or corporate setting
• Experience managing project budgets with a proven track record of being fiscally responsible
• Supervisory experience

License/Certification:

• None Required

• Certified Special Events Professional

Knowledge:

• Knowledge of trends, issues, and accepted practices relevant to the position

Skills:

• Candidates must have strong analytical and problem solving skills, as well as excellent interpersonal and written and verbal communication skills

Abilities:

• Proven ability to effectively solicit and manage external/internal vendors
• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Primary Work Location:

• Works in an office environment 6 to 8 hours.

Physical Demands:

• Work is normally performed in a typical interior work environment which does not subject the employee to any unpleasant elements. Position is physically comfortable; individual has discretion about sitting (80%) walking (10%), standing (10%), etc. Occasional lifting, pushing, climbing, and pulling may be required. Work environment involves minimal exposure to physical risks

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Problem Solving

• Formulates plans and strategies to proactively resolve anticipated problems.
• Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
• Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Project Management

• Manages project stages from proposal to completion ensuring project objectives are met within project budget and projected time frames.
• Clearly defines roles and responsibilities of project team; ascertains and secures necessary resources; and monitors project performance.
• Keeps management apprised of project status.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Supervision

• Supervises the work of staff employees.
• Sets clear goals and expectations within reasonable timeframes.
• Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
• Provides mentorship and guidance by sharing expertise and best practices.
• Supports staff by providing essential resources, professional development opportunities, and open communication.
• Promptly addresses performance issues with appropriate measures and discretion.