Associate Director of Conference Services - Campus Life - Emory University

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Description:

JOB DESCRIPTION:

• The primary function of the Associate Director of Conference Services is to serve the Emory University Community in the hosting of conferences, conventions, seminars, athletic camps, and special events conducted on the University's campus.
• This position assists in the outreach goals of Conference Services, through marketing Emory University to external constituents, (local, regional, national, and international communities, and recruiting programs to the campus.
• There is a significant public relations component to the position in which critical relationships are forged not only within the departments and divisions throughout the University but also the external community.

MINIMUM QUALIFICATIONS:

• A bachelor's degree and three years of experience in educational programming, special event planning, or conference management, OR an equivalent combination of education, training, and experience.
• A master's degree in higher education administration, student personnel, business, hotel management or other related areas is preferred.
• Demonstrated ability in integrated logistical planning and coordination of multiple complex meetings, conferences and/or other special events across various organizational units.
• Ability to interpret policies and procedures established at the University, including knowledge of contract documents, specifications, compliance, and product/service quality.
• Valid driver's license with a safe driving record; must be insurable and successfully complete the University-sponsored Defensive Driving Course.

ADDITIONAL JOB DETAILS:

 

Conference Services Operations:

• Assists the Director in promoting, organizing, preparing, and managing all aspects of conference services. Coordinates the Summer Intern Housing Program (SIHP), including overseeing living arrangements, program outreach, marketing, and revenue projection and collection.
• Administers the Guest Housing program for university colleges and department guests. Coordinates the use of residential meeting and classroom spaces and the appropriate level of support and rental costs. Serves as the primary administrator for Conference Programmer and IRIS software (current software) and serves as the team lead with other related technology platforms.
• Works closely with the Housing Operations Business Analyst on budget projections, reconciliations, and rate setting. Coordinates the summer usage of campus residential facilities with Facilities Management, Custodial Services, and the Student Athletic Academic Center about residence hall renovation, project work, and cleaning needs.
• Develops relationships with local vendors to provide necessary goods and services for conference programs, such as transportation, audio-visual systems, linen, meals, etc. Maintains strong working relationships with university partners including Meeting Services, Registrar, Facilities Management, University Food Services, Athletics and Recreation, and the Emory Conference Center Hotel.
• Develops and implements ongoing assessment efforts for conference services areas (camps and conferences, guest housing, and SIHP) with the expressed purpose of measuring the attainment of objectives and program improvement, ascertaining needs, participation demographics, participant satisfaction, and accomplishment of stated goals.
• Analyzes space usage patterns and provides recommendations for improvements. Promotes and manages registration services for events to campus partners. Works closely with the Director of Facilities and Operations for space planning and building maintenance and projects for summer occupancy.
• Serves as the primary staff member responsible for new revenue development for the department. Serves as the primary contact for assisting colleagues in Campus Life with conference services support. Participates in summer on-call emergency response team.

Leadership and Supervision:

• Assists in the scheduling and management of Conference Services. Serves in a leadership role at the Clairmont campus, working closely with the housing operations and residence life teams to ensure excellent year-round service.
• Participates in campus partners, department, committee, and Campus Life meetings. Participates in and promotes professional development opportunities for the department and maintains involvement in national organizations serving in leadership positions.
• Supervises the Summer Intern Housing Coordinator, Conference Assistants, and other student staff members at the Clairmont campus. Manages the recruitment, interviewing, selection and training of seasonal conference staff of approximately twenty (20) undergraduate and graduate students. Works occasional evenings and weekends to support events as needed.

Communications and Marketing:

• Oversees technical support functions to include administration of conference housing program software, administrator of the conferences and SIHP websites, electronic check-in and check-out processing, and other systems as needed.
• Responds to inquiries regarding hosting internal and external constituents on campus and provide the necessary coordination of logistics to attend to the client's needs. Increases University-sponsored and produced educational conferences, seminars, and programs at the University.
• Arranges and conducts residential and campus tours with potential clients. Acts as a public relations ambassador for the University to all conference guests.

Supervisory Responsibilities:

• Directly supervises the activities of the Summer Intern Housing Program Coordinator. Oversees all the duties and schedules of the full-time seasonal student staff and assist the Director in making operational decisions for the office. Performs other related duties as required.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location.  Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Emory Supports a Diverse and Inclusive Culture:Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.
Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.