Conference Services Operations Manager

Conference Services Operations Manager

The Department of Conference & Event Services provides support for all University and third-party day and overnight events taking place on campus, including space reservations, setup, catering, and technical service coordination, contracting, invoicing, and superb customer service. The department also assists with a variety of auxiliary services such as the campus shuttle program, building access efforts, event registration software, and the University vehicle rental program.

This position will oversee the daily operations as follows:

Effectively leads and motivates a team of event services professionals and oversees seamless coordination and execution of all events. Collaborates with stakeholders to meet event goals and objectives. Develops and implements policies, processes, and pricing with ongoing analysis and reporting. Collaborates amongst University and third party service provider teams to provide optimum outcomes in support of overall event goals. Builds and maintains strong relationships.

Monitors department budget(s) and prepares budget reports. Ensures compliance with event licensing (contracts), insurance requirements, and child protection clearances for both University and non-University events. Utilizes and monitors event management systems and marketing platforms for new inquiry collection, client management, sales, event detailing, billing, and historical data management; maintains all documentation, customer profiles, and sales activity; adopts and implements new systems to be utilized by the department.

Represents the University at networking events, industry event/trade shows, and other community relations efforts.

Job Summary:

Supervises day-to-day operations of a small University academic unit and supervises team. Monitors budgets and performs associated financial duties. Assists in managing human resources actions and implementing procedures to streamline business operations. Monitors daily work progress and ensures compliance with policies and regulations. Oversees administrative duties and resolves routine issues.

Essential Functions:

Must have proven success as a leader, strong organization & attention to detail, communication skills, and relationship-building success. The ability to adapt and seamlessly change course when needed is critical. Candidate should have the ability to successfully manage multiple projects at one time and have proven project management success. Experience in, and understanding of, the hospitality industry and knowledge of marketing and sales trends and practices is important for leading the department to growth.

Physical Effort:
The position is primarily sedentary within an office setting, but the ability to travel throughout the various campus buildings and outdoor locations will be necessary. Also, must be able to pick up and carry up to 50 pounds.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.