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Director, Event %26 Conference Services

Expired Job

Towson University Baltimore , MD 21203

Posted 3 months ago

Provides leadership and direction for meeting and event planning for the campuscommunity (students, faculty, and staff) and external clients (e.g., SpecialOlympics of Maryland Summer Games, Baltimore County Public Schools Graduations,the Baltimore Blast, and summer camps & conferences). Oversees space reservation and utilization in the University Unions, SECUArena, Towson Center, academic classrooms, and athletic fields. Develops strong working relationships with campus partners such as FacilitiesManagement, TU Police Department, Athletics, Campus Life, Center for StudentDiversity, student organizations, and academic building coordinators.

Utilizes communication and organizational tools including Banquet Event Orders(BEO), Social Tables, Smartsheet, ICS 204 forms and the 25Live reservationssystem. Ensures high level quality standards andcustomer service through pre-and-post meetings for major events and customersatisfaction surveys. Responsible for external

Event Management, Marketing, and Sales. Provides leadership and direction for events in SECU Arena and the SportsComplex as well as external events and summer camps.

Responsible for contract negotiations for external events. Works closely withthe Office of the General Counsel to develop and revise contracts. Develops cost estimates based on event requirements and universitystandards.

Develops strong relationships with external clients to ensure repeat business. Coordinates risk management assessments in close collaboration with TU PoliceDepartment. Maintains accurate and updated data includingreceipts of executed contracts, insurance certificates, and deposits bystipulated deadlines.

Ensures training and certifications are completed for key staff members andstudent employees including Crowd Control Certification, Incident CommandSystem 100 & 700 certification, International Association of Venue ManagersAcademy for Safety & Security levels 1 & 2, Child Abuse and Neglect,TIPS Alcohol Awareness, and Cardiopulmonary Resuscitation (CPR). Ensures events are managed within university policies, procedures, and statelaws and guidelines. Ensures completion of Incident Command System 204 forms for all major andcomplex events. Maintains membership in University Risk Management & InsuranceAssociation.

Serves as University Safety Guidelines Committee Chair to determine appropriatestaffing based on event type and size. Staffs the Command Center as needed duringlarge complex events.

Works with the Financial Manager to establish the annual budget for ECS. Works in close collaboration with direct reports to monitor budgets and assessfinancial goals.

Develops a budget for replacement of furniture, fixtures, equipment, andcarpeting as needed. Updates the annual rate sheets for the University, Affiliated and Non Universityevents and distributes to Event Managers, Finance Manager and operationspersonnel. Reviews and submits the financial analysis report for ECS.

Reviews department ProCards (as the supervisor approver) to ensure compliance. Reviews all invoicing of events held at South Campus against each eventcontract for compliance and accuracy. Reviews Profit & Loss statements for all external major events held at the

South Campus. Oversees the completion of the UnrelatedBusiness Income Tax (UBIT) Report which is completed by the ECS Finance Manager.

Establishes effective communication with all facility tenants to provideannouncements and updates. Ensures a daily maintenance, appearance, and sanitation inspection is completedfor each of four venues currently managed by ECS (SECU Arena, Towson Center,University Union, and West Village Commons) with a copy sent to the AVP.

Oversees the campus lost and found procedures working within state law anduniversity guidelines. Completes annual Contingent 1 contracts periodically as required. Manages the SECU Naming Rights Agreement and annually sends updates to VP andAVP. Submits roadway signage requests to VP and AVP for approval to post for majorevents.

Updates the Organization Planning Guides annually including student planningvideo and quizzes. Maintains updated Construction Notes document to ensure ECS staffunderstand future availability for internal and external venue use.

Distributes the monthly Towson Community Alliance/Towson Chamber of Commerce& SECU List of Non Athletic Events to key staff members. Participates in various campus-wide committees (i.e., Commencement, SubstanceEducation Concerns, Storm Water Management, and Safety Guidelines). Completes Request for Proposal bids for keyvendor service and rental contracts. Otherduties as assigned by the Associate Vice President or Vice President.

Bachelor's degree and five years of experience. The selected candidate must have knowledge of the hospitality industry, with specific experience in conference planning, technical and equipment needs, and management of large events. The selected candidate should have a commitment to continuous learning, development, and research on current (best) practices and the ability to work with a wide range of students, staff, and faculty in a diverse college setting.

Preferred:

Master's degree in Management, Business Administration, Hospitality or closely related field. Contract administration, risk management, experience with sports complex events, summer camps and other large events.

A Criminal Background Investigation is required for the hired candidate and the results may impact employment.



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Director, Event %26 Conference Services

Expired Job

Towson University