Assistant Director for Conference Services

Job  |

Location:

Scotts Valley | Full/Part Time:
Full Time

Under the general supervision of the Associate Director, Conference Services, the Assistant Director is part of the Conference Services Management Team and will be responsible for managing and supervising the Reservation and Events Coordinators and overseeing the Room Reservation program within Conference Services. The Assistant Director is also responsible for overseeing the allocation of campus facilities for summer conference clients, academic year campus events, and major maintenance projects for Conference Services.

Conference Services also coordinates campus-wide events year‑round; manages the event facilities located at each college and provides registration services to UC academic/administrative departments and non‑UC clients for events occurring both on and off campus.

The Assistant Director has direct responsibility for the communication of the placement of conference housing, dining and meeting spaces that are operational 7 days a week during the summer quarter, as well as providing support for academic year events in the spaces Conference services manages. In addition, the incumbent supervises student staff and serves on campus planning committees.

• Budgeted Salary: $100,000 - $110,000 annually
• Benefits Level Eligibility:
  Full benefits
• Schedule Information:
  Full‑time, Fixed – 100% of time, 40 hours per week;
  Days of the Week:
  Hiring Manager to discuss at time of candidate interview;
  Shift Includes:
  Days, Evenings, Nights, Weekends
• Employee Classification:
  Career appointment
• Job End Date:
  None
• Work Location:
  
  Hybrid (both remote & Scotts Valley)
• Union Representation:
  Non‑Represented
• Job Code Classification: EVENTS SUPV 2 (006295), Grade 23
• Travel:
  Never or Rarely

• 35% - Personnel Management
  • Supervises the Reservations and Events Coordinator staff. Responsible for recruitment, selection, onboarding, training, and professional development. Establishes individual goals and evaluates performance.
  • Responsible for disciplinary action and discharge if necessary. Makes recommendations on the staff organizational structure and determines and implements job duty modifications to better meet client needs.
  • Creates and maintains staff procedure manuals and processes designed to facilitate the planning, organization, and execution of events for the Room Reservation program.
  • Ensures accountability and stewardship of department resources in compliance with departmental goals and objectives. Researches and communicates safety compliance requirements for all unit employees.
• 30% - Operations Management
  • Initiate weekly meetings with coordination staff to plan for all programs and events, overseeing placement for housing, dining, meeting and other arrangements for each group or event that achieves maximum operating efficiency and best support program.
  • Oversee conference and event database information along with the room reservation database. Implement and oversee processes for Coordinators to consistently update and communicate conference and event information. Provide database access and reports to campus service providers and constituents on a regular basis prior to and during summer.
  • Assume responsibility for all housing keys during the summer and meeting room keys year‑round. Collaborate with the Facilities Building Access Coordinator for all timely and accurate check out/in of master keys/cards, security and check out/in of classroom and meeting room keys, lost key/card recording, key inventory and accuracy of return, with CS staff and turn over and the return of housing keys to the summer conference programs.
    
    Oversee all areas of key and access card management: turnover, accuracy of inventory, security and in campus Conference Offices. Update database with current key information. Oversee CCURE card encoding.
  • Assume full responsibility for planning and oversight of all conferences and events as it pertains to facilities usage. Analyze service needs, determine improvements and implement ideas to more effectively provide customer service to clients and guests. Administer immediate remedies to emergency situations that…