PO Box 6150, Dept 3140
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$50,000 - $69,999
Position Description & Details:
The Assistant Director is responsible for overall management of NDSU Conference and Event Services for the Memorial Union and other spaces across campus (including the McGovern Alumni Center), and the coordination of Summer Conferencing. This role includes supervision of the Event Services Coordinator, Event Services student assistants, expert level use of event management and room diagramming software, shared departmental budget oversight, policy development and oversight, as well as marketing and promotion of the area. The Assistant Director is responsible for ensuring high quality customer service that meets the customer need as staff works to coordinate the logistics of complex or multi-room events by arranging meeting spaces, arranging for audio/visual needs, planning tours and special events, and on-site event management. The Assistant Director is a liaison with the Catering department and helps to ensure effective coordination of catering orders for clients utilizing the Memorial Union.
Manage conference & event services for Memorial Union, McGovern Alumni Center, and other conference spaces on campus. - Provide quality service to meeting and event coordinators utilizing Memorial Union and related facilities
Hire, train, supervise, and coordinate the duties of the Event Services Coordinator
Supervise (directly and/or indirectly) the duties of the Admin office student assistants, responsible for staffing the Admin office desk, responding to customer questions, processing event and resource reservations, and supporting the staff that work in the MU Admin office.
Develop and maintain expert knowledge of event management software, including the administration and configuration of the software, and provide training for staff to ensure effective use.
Develop and maintain expert knowledge of room mapping software to develop event set up diagrams. Configure and set-up software as needed.
Process requests for meeting space; determine suitable location and availability; assess customer needs and determine room setup, equipment arrangements, and catering/linen needs.
Ensure accurate invoicing and accounts receivable documentation in conjunction with the Memorial Union Accountant.
Assist with the development and oversight of event services budget including forecasting for event services.
Oversee marketing and promotion of MU event services
Coordinate NDSU Summer Conferencing in conjunction with other departments on campus (Residence Life, Dining, Facilities Management, Athletics, etc.)
Coordinate communication between campus service providers and event sponsors (on or off campus) planning multiple day conference events on the NDSU campus.
Initiate request forms, conference agreements, and/or facility use agreements with sponsors, maintain official records for conference groups, monitor process to ensure final room assignments and guaranteed meal numbers for each group are communicated through the appropriate channels
Coordinate on-site support to conference sponsors during the time of the conference, serving as a liaison between clients and campus in effort to resolve any conflicts
Maintain an events calendar in order to facilitate long term planning for conferences and other major events
Oversee marketing and promotion of MU summer conferences
Assist with bids and cultivating new business for local, regional, or national conferences which are appropriate for the University
Coordinate catering services for Memorial Union events and Summer Conferences
Maintain working knowledge of catering software to ensure all catering orders are processed in an accurate and timely manner.
Meet regularly with Catering Department to ensure open lines of communication.
Provide customers with information regarding menu choices and pricing and assist them in meals, break events, receptions, etc. including selection of menu, linens, and any special instructions.
Primarily 8a-5p with occasional evening & weekend responsibilities
Applicant Materials Required:
Cover letter, resume and names, addresses and phone numbers of 3 professional references
NDSU offers a comprehensive benefits package with includes single or family health insurance coverage with premiums paid for by the university – with an effective date for new employees the first of the month following date of hire. Other benefits include, wellness benefits, basic life insurance, retirement plan, tuition waiver, annual leave, EAP, sick leave and holiday pay. Optional benefits include supplemental life, dental, vision, long-term care insurance, flexible spending account, and supplemental retirement plans.
Three years of event management experience
Two years of customer service experience
Two years of experience supervising staff (full time, part time, student or Graduate Assistants)
Good oral, written and interpersonal communication skills
Experience with software specific to event management
Experience with configuration of software
Understanding of audio/visual equipment and video conferencing technology
Experience working in a college environment and / or hospitality industry