Director, Conference Services

Job Summary

This position oversees, coordinates, and integrates the four primary functions of the Conference Services Unit: Conferencing, Non-Academic Scheduling, Senior Professionals, and Alumni Center Facilities Use. The position negotiates contracts with on- and off-campus clients, exercises fiscal agency, establishes and manages budgets, leads strategic planning and implementation, cultivates on- and off-campus partnerships, and supervises a professional staff in each functional area.

In the Conferencing functional area, the position coordinates the development, planning, management, and delivery of academic conferences and workshops; professional development programming offered by University units; camps, festivals, and other non-credit educational programming; and professional conferences. This includes fiscal management of accounts handling registration and other fees, negotiation and implementation of contracts, marketing and outreach, and other logistics that support the success of events.

In the Non-Academic Scheduling functional area, this position supervises and coordinates the use of University space by on- and off-campus constituents, and manages accounts handling rental fees.

In the Senior Professionals functional area, this position supervises and coordinates outreach and mentorship activities while cultivating a vibrant relationship with this strategic partner organization.

In the Alumni Center Facilities Use functional area, this position supervises and coordinates building reception, scheduling of meeting rooms, and managing meeting room technology and equipment. The position manages accounts handling rental fees and supporting technology equipment.

Across functional areas, this position develops teams across campus to meet the needs of external clients by utilizing the University's top internal talents in teaching and research to meet the needs of a broader external audience. This position will discover external needs that match those needs with expertise internal to the institution. This position manages appropriate faculty/staff in their respective roles in completion of projects and oversees project management.

This position also provides leadership in strategic planning, aligning with the University's goals and strategic plan in its coordination and implementation of the conference management and extended education functions of the University. The incumbent provides guidance to the Provost's office and is responsible for developing long-and-short-term plans that support the academic mission of the institution, including continuing education requirements.

This position supervises, coordinates and directs Conference Services and its staff. As the Unit's Fiscal Agent, this position approves all expenditures of the Unit. The incumbent oversees operations and budgeting, and develops new sources of revenue to fund the Unit. Additional responsibilities include writing grants, tracking funds, ensuring that each program is financially solvent, writing and negotiating contracts, and overseeing the financial management operations of the Unit.

Salary Rate / Pay Rate

Pay is commensurate with qualifications and experience, combined with an excellent benefits package

Required Qualifications

1.Bachelor's Degree in related field.

2.Minimum 5 years previous management and leadership experience in conference/meeting planning and development, including fiscal agency, personnel management/supervision, strategic planning and budget management, and coordinating oversight of facilities use.

3.Excellent communication skills, with experience in interpreting and implementing policies and procedures.

4.Demonstrated successful financial and personnel management experience.

5.Extensive marketing experience both within and outside a University setting.

6.Broad understanding of fiscal issues related to operating a self-supporting entity within a University environment.

7.Demonstrated commitment to and understanding of customer service.

8.Experience cultivating partnerships with on- and off-campus organizations to develop programming, implement marketing campaigns, and sponsor conferences/meetings

Preferred Qualifications

1.Master's degree in related field with a minimum 10 years experience in above mentioned field.

2.Management and leadership training or experience demonstrated.

3.Knowledge and experience with overall operations of a University facility.

4.10 years previous management and leadership experience in conference/meeting planning and development, including fiscal agency, personnel management/supervision, strategic planning and budget management, and coordinating oversight of facilities use.

Work Hours

Generally Monday

• Friday, 8:00 am

• 4:30 pm with occasional weekend and evening hours as business needs dictate

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1.Remain at a workstation for extended periods

2.Move about in various locations on and off campus as needed to complete day-to-day work

3.Effectively communicate on a daily basis

Proposed Starting Date

July 1, 2024 or sooner

Required Applicant Documents

Resume / C.V.

Cover Letter

Reference List - (specifically, the names, addresses, telephone numbers and e-mail addresses of at least three professional references)

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

For full consideration candidates should apply before 5-3-24. Initial application review will begin immediately and continue until the position is filled.

All application materials must be submitted online. Application materials submitted via fax, email, or mail will not be accepted.

Please prepare in advance separate documents representing a cover letter, reference list (specifically, the names, addresses, telephone numbers and e-mail addresses of at least three professional references), and resume/C.V. to attach to this application.

Contact Information for Applicants

Donna Long

dllong@istu.edu

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.

Application Opened: 04/03/2024 09:00 AM CST

Application Closes: