POSITION IDENTIFICATION
TITLE Assistant Director of Plaster Student Union-Event and Meeting Services
CLASSIFICATION NUMBER 1826
GRADE 42
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Assistant Dean of Students/Director of Plaster Student Union
MAJOR ADMINISTRATOR Dean of Students
GENERAL FUNCTION
The Assistant Director of Plaster Student Union-Event and Meeting Services manages conference services operations by facilitating conferences and events on campus (including, but not limited to, room reservations, event planning and implementation, coordination of campus services, and evaluation) marketing and soliciting new conferences, and completes special projects as assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor's degree is required; a master's degree is preferred. The preferred area of study is Student Personnel Administration or Hotel & Conference Administration.
Experience: One year of professional experience in student union operation or event planning is required. Budget management, supervision of student employees, knowledge of marketing and promotions fundamentals, and knowledge of student development philosophy and its application to a student union setting is preferred.
Skills: Strong oral and written communication skills are required. Excellent organizational skills and program planning skills are required. Strong interpersonal skills and ability to relate to people at all levels of the organization are required. The ability to use Microsoft Office applications, such as Word and Excel and the ability to learn reservation system software is required.
Other: The scope of the job requires working some evenings and weekends. The individual must also be able to work on many projects simultaneously.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that a comprehensive conference plan is developed for each client by identifying the key tasks to be accomplished and the corresponding deadlines, conducting site inspections of facilities when required, matching client’s expressed needs with campus facilities and services, meeting with clients, providing information and answering questions, confirming pre-event preparations and arrangements, and finalizing event setup with all affected campus departments.
2. Facilitates the development of an effective and organized conference operation by directing the implementation and utilization of reservations system software, tracking events and associated equipment, completing evaluation and billing processes in a timely manner, and assuring that all conference related records, billing information, and rental income reports are accurate, properly processed, and adequately maintained.
4. Ensures the growth of conference bookings and the full utilization of conference facilities by developing and implementing a marketing program within University guidelines, focusing on scheduling conferences during the summer and when classes are not in session, and reviewing program brochures and conference promotional materials to ensure effectiveness and consistency.
5. Establishes a well-organized and effective conference services operation by following conference policies, updating conference policies when necessary and directed, holding clients accountable to policies, and communicating costs for rental, labor, and equipment to clients.
6. Establishes and maintains good public relations with all University departments and off-campus organizations by informing clients in a timely manner regarding any conflicts with their event so that University policies and physical limitations do not cause unexpected problems.
7. Provides exemplary customer service and generates increased volume and profits to the department by developing and managing the Conference Services budget in accordance with departmental guidelines.
8. Assures campus-wide coordination of required services for conference events by directing and coordinating the details and procedures necessary for Physical Plant, Catering, Safety and Security, Educational Technology Services, and Residence Life, notifying other departments of events affecting them or requiring their services, and scheduling regular planning meetings for affected departments.
9. Ensures continual improvement of services and continues personal contact with organizations utilizing conference services by conducting post-conference evaluations to identify problems or concerns, sending a letter of appreciation to each organization’s leader, preparing a report on each conference, and conducting customer surveys and other assessment or evaluative tools .
10. Ensures that events are properly arranged and supported by communicating event needs with the Assistant Director of Plaster Student Union-Facilities and Operations.
11. Assures coordination in announcing campus events to the campus community by supervising the creation and distribution of campus calendar information, including the Student E-Bulletin and the Reservations Master Calendar, reviewing all calendars for consistency, meeting with appropriate personnel for improved communication among various calendars, and consulting with the Office of Strategic Communication for events that may be of interest in the Springfield community.
12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses required by the Assistant Dean of Students/Director of Plaster Student Union.
13. Contributes to the success of the Plaster Student Union by completing special projects, and performing other duties as assigned.
SUPERVISION
The Assistant Director of Plaster Student Union-Event and Meeting Services is supervised by the Assistant Dean of Students/Director of Plaster Student Union and supervises Event and Meeting Coordinators and support and student staff.
OFFICE OF HUMAN RESOURCES
JANUARY 2007
