Director Of Reservations And Event Services

Director of Reservations and Event Services

Description: At Carroll University, we are committed to identifying and employing strategies to support our goal to be and remain a socially just organization. Rooted in the Presbyterian (U.S.A.) heritage, we respect all aspects of diversity, embrace the practice of equity, expect inclusion, and embrace belonging throughout our community. Therefore, we seek applicants who can demonstrate their understanding of justice and who can inspire our increasingly diverse student population.

Responsibilities:

Database management

• Develop, manage and maintain the university database for all events with scheduling software; maintain client database, events calendar, and create appropriate reports

• Manage and assign user access and ensure data security and integrity

• Coordinate and schedule requests to use university facilities in accordance with established institutional policies and procedures

• Serve as the primary event scheduler, including oversight of data standards and account maintenance

• Provide expert training to faculty, staff, student organization officers, and the general student body

• Create and analyze reports as needed for benchmarking, establish metrics and make recommendations regarding institutional policies and procedures

Supervision

• Directly supervise and evaluate all professional staff, student office staff, and other staff as required

• Assist with recruitment and selection of professional and student staff

• Provide instruction and training for professional and student staff as required

Administrative

• Serve as the primary contact for non-university client requests to use university facilities; negotiate and execute appropriate facilities agreements and ensure compliance with accounting and risk management requirements, as well as local, state and federal regulations.

• Utilizing the university's event scheduling software, coordinate reservations and services for all scheduled events; provide oversight for the scheduling and use of all university facilities.

• Collaborate with the Senior Director to plan and execute appropriate marketing strategies, including market research, communication, sales development, and special programs, required to achieve university and budgetary goals; develop and produce appropriate publications, website content and promotional materials; identify opportunities and develop materials for inclusion in appropriate newsletters, brochures, and other publications.

• Oversee summer camp and conference operations and provide support for major campus events, including orientation, move-in, homecoming, holiday events and commencement.

• Develop and maintain the university's facilities use policies, procedures, and guidelines

• Make policy recommendations regarding new and innovative programs to both enhance financial performance and enhance/expand services to university and non-university clients.

• Conduct post-event research to monitor client satisfaction and identify areas for service enhancement.

• Develop and manage annual operating budget; propose annual fee schedules for facility use and services to ensure budget projections are met.

• Ensure timely submission of invoices to the university business office. Produce monthly budget reports and distribute internal invoices to non-university clients.

• Identify and participate in ongoing professional development, continuing education and training as required; play an active role in industry associations such as ACCED-I, NACAS, ACUI and/or other appropriate groups.

• Provide evening and weekend coverage for scheduled events as required

• Serve as a back-up to other staff members in their absence

• Perform other duties as assigned in support of department and/or division needs and goals.

Qualifications:

Education and/or Experience:

• Bachelor's degree in business, marketing, hospitality management or related field is required; master's degree is preferred.

• Minimum of 5-10 years of experience in event planning, conference services, marketing or related field is required; experience in higher education is preferred.

• Earned or anticipated CCEP, CASP and/or CMP certification is preferred.

• Higher education work experience with knowledge of best practices is preferred

• Experience with event scheduling software and survey tools such as Qualtrics is preferred

• Experience in budget management and familiarity with generally accepted accounting principles is required; operations and contract administration experience is required.

Technology Skills:

• Experience with enterprise and database management software required.

• Thorough knowledge of MS Office applications required.

• Use of voice mail and e-mail required.

• Experience with appropriate software applications, including reservations systems required.

• General understanding of client-server computing and networking preferred.

• Familiarity with basic graphic and web design and editing tools preferred.

Human Relations Skills:

• Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.

• Attention to detail.

• Strong communication, management and administrative skills.

• Ability to maintain confidentiality.

• High customer service orientation.

• Ability to work as a team member and to work with a diverse group of constituents

Physical Demands:

• Ability to stand, sit or walk for extended periods of time.

• Ability to lift and carry 50 pounds.

Other:

• Ability to work evenings, weekends and holidays as needed

• Candidates must be willing and able to support and advance the University mission.

Compliance:

o Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at the Department of Public Safety, at 208 Wright St., Waukesha, WI 53186.

Please submit a cover letter and resume for this position along with this electronic application.

Carroll University makes employment opportunities available to qualified individuals whose skills and experience make them suitable candidates for placement. Candidates must be willing and able to support and advance the University mission.

Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran's status in administration of programs or in the employment of faculty and staff.

The employment opportunities list is updated periodically based on openings. Applications will be accepted only for vacancies currently listed. All inquiries will be kept strictly confidential.