Manager of Conference & Event Services

Job Information

Posting Number: 0601265

Position Title: Manager of Conference & Event Services

FLSA: Exempt

Job Type: Full-Time

Staff Term: 12 Months

Staff Work Schedule (hours/dates): Monday - Friday, 8:30am - 4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type: Staff

Department: Business Services

The Manager of Conference and Event Services is responsible for the execution and coordination of logistical details for on-campus events, meetings, conferences, camps and workshops. This role actively serves as the liaison to the service-providing departments to communicate and facilitate support operations, work orders, and planning activities. This position takes the lead responsibility for supporting summer programs and some institutional events, ensuring seamless, high-quality delivery of all client services.

• Manage and execute all campus scheduling and approvals in 25
  
  Live, along with front-line walk-in, email and telephone support.
• Directly manage logistics for summer programs. Coordinate living, working, dining and recreation activities for assigned summer program groups. Actively serve as the liaison between planners and on-campus service providers; including but not limited to Facilities, Dining Services, Athletics, Media Services and Campus Safety. Execute and oversee the billing and payment process for all services, facilities and dining. Responsible for organizing and maintaining accurate client files and records.
• Take the lead in the on-site execution and logistics for assigned institutional events, including but not limited to Orientation, Family & Friends Weekend, Fall Fest, Admissions Programs, Spring Weekend, Senior Week, Reunion and Commencement Weekends.
• Create and maintain event logistical work orders. Lead and conduct regular meetings of service-providing departments to ensure and verify the smooth delivery of all event related services. Serve as the operational liaison between planners and on-campus service providers.
• Support the negotiation of contracts, agreements and billing for assigned summer programs in coordination with the Director of Conference & Event Services and Director of Business Services as necessary
• Actively assist the operations of the department in establishing best practices for efficient communication of all event details and logistics. Assist with the coordination of outside vendors, contractors, as needed to execute events.
• Assist with the College's efforts to maximize income through the rental of facilities to various third-party clients including conferences, social events and community groups.

• 3-5 years of experience in event logistics.
• Ability to work independently.
• Experience with event management software required. Administrator experience with 25
  
  Live software preferred.
• Outstanding interpersonal, communication, and organizational skills.
• Intermediate level of proficiency working in Microsoft Office (Excel, PowerPoint, Word), Google Docs, including Docs, Sheets, Forms and Calendars.
• Must be able to handle confidential information, inquire with discretion, demonstrate sound judgement and to attention to detail.
• Must be able to consistently present a positive attitude and contribute to a team environment with intentional collaboration and cooperation.
• Ability to trouble-shoot and problem solve.
• Must be able to work evenings and weekends as needed.

• Bachelor's degree and 3-5 years of related experience. An equivalent combination of experience and education can be substituted.
• Experience with 25
  
  Live scheduling software in an administrator role.

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All…