Assistant Director Of Conference & Events Services

Founded by the Congregation of Holy Cross in 1948, Stonehill is a private Catholic college located just 22 miles from downtown Boston on a beautiful 384-acre campus in Easton, Massachusetts. With a student-to-faculty ratio of 13:1, the College engages its 2,500+ students in 80+ rigorous academic programs in the liberal arts, sciences, and pre-professional fields.

Faithful to the Holy Cross tradition in education, Stonehill College is committed to developing the moral, spiritual, intellectual, physical, and social competencies of its students and seeks to build and sustain a campus community that embraces diversity and inclusion in its teaching, learning, living, and working. Stonehill values a diversity of persons, opinions, and cultural and religious perspectives. In fulfillment of its motto, Lux et Spes ("Light and Hope"), the College cultivates in its students the competence to think, act, and lead with courage towards creating a more just and compassionate world.

Position Summary

The Assistant Director of Conference & Event Services will contribute to the department's strategic efforts to maximize revenue through the utilization of campus facilities, and maintaining a high level of customer service and support to both internal and external campus constituencies. The Assistant Director will oversee the scheduling of all campus facilities and the distribution of event information to campus stakeholders and support staff departments.

In addition, the Assistant Director will provide support to the Director in the recruitment of new Conference and Events business, and preserving strong relationships with the department's existing client base. Fostering an atmosphere of collaboration and unified support will be an essential element of the Assistant Director's role in executing their duties and responsibilities.

Essential Duties and Responsibilities

• Manage the daily scheduling of campus facilities through the campus reservation software (25Live), and oversee the distribution of event information to campus stakeholders and support staff departments, including: Facilities Management, Information Technology, Campus Police, and Sodexo Foodservice. Work in conjunction with the Coordinator of Facilities and Scheduling and the Event Operations Coordinator in maintaining an expeditious flow of communication on campus as it pertains to event scheduling and event coordination.

• In the absence of the Coordinator of Facilities and Scheduling or the Event Operations Coordinator, assume all duties and responsibilities as needed to maintain departmental operational continuity.

• Responsible for the maintenance and accuracy of the Campus Scheduling Software and the Campus Events Calendar. Ensure that entered and categorized event data on reservations translates to the Campus Events Calendar in a manner that is informative to the end user, and that meaningfully promotes and markets campus events to the campus community and the public.

• Oversee the execution of all campus event logistics, internal and external to the College. Ensure delivery of high-level customer service and support to all events held on Campus by all constituencies.

• Develop and maintain close professional relationships with campus support service departments, including Facilities Management, Information Technology, Campus Police, and Sodexo Dining Services.

• Develop and maintain close professional relationships with the department's client base with keen attention on fostering relationships and client retention, promoting an atmosphere of reoccurring and repeat business.

• Solicit client feedback while providing immediate follow-up on completed events. Track results and transpose them into metrics for post-event evaluations with campus stakeholders.

• Administer an action plan to systematically address customer service issues to provide a means for continuous operational improvement.

• Act as a representative of the department and the College in promoting the use of the campus and its facilities to external groups and organizations.

• Manage the departmental marketing plan to increase College exposure to external groups and organizations.

• Respond to leads and inquiries by external entities, prepare bid packages and Requests for Proposals, and conduct prospective client site visits showcasing the campus and its amenities.

• Prepare client invoices after reconciling facility use and services. Track accounts receivables and the collection of departmental revenue.

• Develop client License Agreements and obtain certificates of insurance; monitor external organization compliance with state and local regulations, permitting, and licensing requirements.

• Hire, train, and supervise full-time and part-time student employees for the Academic Year and Summer Conferencing Season.

• Manage departmental key and access control over the summer months, with responsibility for the residential housing key cabinet and access card inventory, allocation, tracking, and replacements.

• Maintain and oversee all campus event-related directional and signage endeavors.

• Manage the scheduling of event-related vendors for external constituencies and provide oversight of their services.

• Oversee and manage the departmental work study and student employee budget to coincide with departmental strategic initiatives.

• Oversee departmental budget accounts related to operational spending.

• Must be able to work evenings and weekends as necessary, in particular during the Summer Conference Season (End of May to Mid/Late August).

• Hire, train, and supervise full-time and part-time student employees for the Academic Year and Summer Conferencing Season.

• Manage departmental key and access control over the summer months, with responsibility for the residential housing key cabinet and access card inventory, allocation, tracking, and replacements.

• Maintain and oversee all campus event-related directional and signage endeavors.

• Manage the scheduling of event-related vendors for external constituencies and provide oversight of their services.

• Other duties as assigned.

Education and/or Experience

• Bachelor's Degree from an accredited College or University.
• 2-4 years of progressive work experience, preferably in a collegiate conference and event services setting.

Preferred Qualifications Knowledge, Skills, and Abilities

• Excellent communication skills, particularly the ability to persuade, whether verbally or through the written word.

• Exceptional organizational skills, including the ability to manage multiple projects and multi-task with a high level of detail.

• Outstanding interpersonal skills, including independent judgment, the ability to relate well to constituents at all levels of the institution, and to demonstrate to others that they are valued.

• Must be a strategic thinker, able to work independently, and must be comfortable with technology.

• Ability to work in a fast-paced service environment is essential.

• A sense of humor and ability to deal with all situations in a calm and pleasant manner.

• Computer literate; strong Microsoft Office software knowledge; 25Live campus scheduling enterprise familiarity; and desire to adapt technology to best leverage department/divisional/institutional resources.

• Must be able to work evenings and weekends as necessary.

Physical Demands

Ability to lift up to 25 lbs.

Work Environment Licenses/Certifications Competencies Intellectual-Design, Interpersonal-Customer Service, Interpersonal-Interpersonal Skills, Interpersonal-Oral Communication, Interpersonal-Written Communication, Interpersonal-Teamwork, Leadership-Visionary Leadership, Leadership-Change Management, Leadership-Delegation, Leadership-Leadership, Organization-Business Acumen, Organization-Cost Consciousness, Organization-Diversity, Organization-Ethics, Organization-Organizational Support, Organization-Strategic Thinking, Self Management-Judgement, Self Management-Motivation, Self Management-Planning/Organizing, Self Management-Professionalism, Self Management-Adaptability, Self Management-Attendance/Punctuality, Self Management-Dependability

Posting Detail Information

Special Instructions to Applicants