Assistant Director, Sales & Marketing

General Summary:

Under the Supervision of the Senior Associate Director for Event Management and Conferences, the Assistant Director for Sales and Marketing will be responsible for developing and implementing strategies to generate revenue from conference and event sales. The incumbent will develop and implement a comprehensive marketing and outreach plan which highlights meeting and event space available at UMass Boston; and will develop revenue through the production and management of sales leads via university departments, private business, and nonprofits, local, state and federal agencies. The incumbent will conduct site tours, respond to RFPs (requests for proposals), assemble event contracts and manage conference sales and marketing efforts.

The Campus Center and Event Services Department provides for the day-to-day operation of the Campus Center and serves as primary office for event scheduling, conference and event services:

Event Services

• The office serves as central location for event scheduling, conference and event services, providing a full range of meeting and event spaces to departments, student organizations and external clients. Services include space scheduling, event set-up, staffing, event equipment, classroom management, conference sales and event support.

The Campus Center

• The department manages the day-to-day operation of the Campus Center. As the "living room" and community center at UMass Boston, the Campus Center is a contemporary, attractive, and spacious location for social, cultural and educational programs, and a central location for many university and campus services.

Examples of Duties:

• Serve as a member of the Campus Center and Events Services team, working alongside the staff to support the overall mission of the department; collaborate with the Executive Director and Associate Director on development of annual goals and strategic priorities.

• Generate conference and special event revenue through the development of sales leads from: business, non- profit, education, government, healthcare, private, professional meeting/event planners and university departments.

• Respond to conference and event inquiries, hold space, develop quotes, produce contracts and obtain insurance documentation. Monitors compliance with university policies and procedures relative to conferences, events and space use. Maintain accurate sales lead records and track sales data.

• Network with businesses, hotels, meeting planners and Boston-area agencies to develop relationships that lead to repeat business and generate new sales leads.

• Collaborate with on-campus academic departments and colleges to foster the development of university-based conferences, professional symposiums and summer programs.

• Collaborate with Capstone On-Campus Management (COCM, campus partner responsible for residence hall operations, management and sales) and UMass Boston Catering (Sodexo, campus partner responsible for all retail and catering food service) to generate new sales leads for summer programs/conferences, prioritizing leads that include a residential component.

• Develop and maintain a list of contacts from various business sectors to aid in sales and outreach efforts; Schedule and conduct tours/site visits for clients and potential customers.

• Partner and collaborate with the Office of Marketing and Engagement to develop, implement and evaluate a comprehensive marketing and outreach campaign that will showcase UMass Boston conference and special event venues, while building recognition and driving online traffic to web and social media platforms. Integrate the latest innovations and best practices in marketing, sales and communications to continually improve campaign effectiveness.

• Develop and distribute marketing collateral (brochures, promotional items, print ads, giveaways) to support conference and event marketing.

• Alongside the Office of Marketing and Engagement develop a comprehensive marketing and outreach plan which highlights the services and amenities the Campus Center provides to the campus community.

• Coordinate and participate in marketing-related open houses, special events, trade shows and monthly networking events that showcase the Campus Center and Event services to both internal and external contacts.

• Fosters and maintains professional memberships, marketing affiliations business relationships to enhance conference and event business opportunities. (Convention and Visitors Bureau, Unique Venues, Biz-Bash, vendors, hotels, etc.).

• Utilize historical data and sales records to coordinate and develop statistical reports connected to facility use and revenue and assist in the assessment of the impact of advertising activities, rate and policy changes related to sales.

• Develop and maintain business relationships with external organizations and vendors (ex. Greater Boston Convention and Visitors Bureau, Unique Venues, Biz Bash, etc.) develop new relationships; track and maintain leads from these sources.

• Work closely with the Associate Director for Event Management and Conference Sales to ensure availability and maximization of space utilization through the use of 25Live Scheduling Software.

• Research, select, implement and manage new Customer Relationship Management software to enhance lead management, client management, communications and the sales pipeline.

• Coordinate and lead regular sales meetings.

• Work occasional evenings and weekends as needed to support marketing and sales efforts (rare).

• Perform other duties as assigned

Qualifications:

Bachelor's Degree (preferably with a concentration in marketing or hospitality) and a minimum of four to six (4-6) years of work experience in event management, sales, hospitality or a related field.

Preferred Qualifications:

• Experience in university related hospitality or event management industry preferred.

• Knowledge of CRM software and event management software, particularly 25Live preferred.

Knowledge, Skills and Abilities:

• Knowledge of Microsoft Office and other administrative software systems.

• Ability to work in a diverse setting and manage complex communications with individuals from varying backgrounds.

• Ability to work creatively, collaboratively and independently in developing and carrying out responsibilities.

• Ability to work collaboratively and independently with university departments and service providers.

• Ability to build and retain a customer base.

• Ability to gather information through questioning individuals and by examining records and documents.

• Ability to maintain accurate records.

• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others.

• Ability to assemble items of information in accordance with established procedures and determine the proper format and procedures for assembling items of information.

• Ability to exercise sound judgment.

• Ability to multi-task and prioritize.

• Superior customer service skills.

• Strong interpersonal and organizational skills.

• Strong oral and written communication skills.

• Strong problem solving and organizational skills.

Application Instructions:

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date.

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

Salary Ranges for the appropriate Pay Grade can be found at the following link:

Grade: 31

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.

Applications close: 05 Jul 2024 Eastern Daylight Time