Assistant Director Conference Services
Assistant Director Conference Services
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$ 60000 - 65000
1 Vacancy
Job Description
Current Employees:
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Primary Duties and Responsibilities
Conference Service Operations:
- Provides direct supervision training and evaluation of the Conference Coordinator.
- Oversee the daytoday operations of conference services including the recruitment of clients planning and logistics for conference/camp groups conference space utilization and being the main point of contact regarding contracting and billing for conference/camp clients.
- Manage the scheduling of campus facilities and residences for conferences ensuring alignment with program types dates projected attendance dining service needs and other logistical requirements including meeting and group spaces. Will work closely with Housing and Residential Life to ensure that assigned summer conferences are known and transition in a timely manner.
- Lead communicationswith camp administrators conducting pricing negotiations ensuring compliance with safety expectations for minors as developed by General Counsel handling fee collection and directing facility access for counselors.
- Serve as the primary contact for all overnight conference clients seeking to utilize University of Miami facilities leading tours of available spaces for prospective clients and stakeholders showcasing event venues and accommodations preparing Requests for Proposals (RFPs) and managing precommunication to secure new business opportunities.
- Manage the summer internship program space availability and application process.
- Develop and implement goals and objectives for summer conference/camp meetings and conferences including facilities usage catering technology equipment programming logistical coordination public relations and other related functions.
- Build maintain and interact across a range of internal and external stakeholders attending meetings to provide program process service and operational advice direction and problem resolution.
- Oversee the enforcement and evaluation of event policies procedures and assessment metrics.
- Ensure highquality service delivery by managing conference and event services staff and serving as a liaison to campus partners such as food services media transportation and related services.
- Recruit train and supervise summer student conference staff.
- Assist in the crisis response and followup as needed for summer camp and conference resident population.
- Supervise coordinate and train graduate student interns and 2025 undergraduate student staff on summer conference housing policies and procedures.
- Work with internal team to analyze conference group and camp histories to effectively create long term planning assumptions tied to the Summer Conference program.
Salary Range:
$60000 $65000
Administrative Operations:
- Responsible for the management and of contractual arrangements with conference groups including both internal and external stakeholders and the submission of external contracts through the CONGA contract system.
- Resolves escalated issues and complaints from summer conference program attendees and their respective group leaders.
- Survey participants and clients preand postevent to continuously improve services and amenities.
- Facilitates positive staff communication morale and performance throughout the department.
- Assist with the potential liability and risk for the university including hurricane preparedness crisis response conflict management managing minors on campus.
- Work closely with the Sr. Manager Business Operations on the overall business and financial processes associated with Conference Services including billing (external and internal) accounts receivables and aging timely payment collections passthrough costs to ensure we are operating within approved margin parameters.
- Position will rely on strong organizational skillset to maintain an accurate system of quotes reservations billing statements throughout the life of the conference/camp group.
- Work with team to draft financial data reports and forecasts and assist with the development of rate packages and provide critical recommendations to the departmental leadership as needed.
- Other duties as assigned.
Knowledge Skills and Abilities:
- Ability to be productive in a fastpaced multidimensional work environment
- Excellent written and oral communication skills.
- Candidate must possess strong interpersonal skills excellent listening and problemsolving skills and be able to use sound judgment in making decisions.
- Ability to demonstrate excellent customer service organization and planning skills.
- Knowledge of principles and processes for providing customer service assessment quality standards for services and evaluation of customer satisfaction.
- Ability to learn and manage EMS event management software.
- Ability to establish and maintain effective work relationships
- Must be able to work irregular hours during summer including nights and weekends.
- Must have own transportation.
Education & Work Experience Requirements (Essential Requirements):
- Bachelors or higher degree; OR appropriate combination of experience.
- Five 5 years relevant experience in hospitality/event management higher education and/or customer service.
The University of Miami is an Equal Opportunity Employer Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.
Job Status:
Full timeEmployee Type:
StaffPay Grade:
A8Required Experience:
Director
Employment Type
Full-Time
