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Conferences and Special Events Manager

2 months ago

Boston, United States Simmons University Full time
ABOUT SIMMONS

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all.

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace. Simmons University is committed to inclusive excellence in all aspects of an individual's community experience.

As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

JOB SUMMARY

The Conferences and Special Events Manager "Manager" is an integral contributor to the overarching success and management of the Conferences and Events Department. In an average year, this unit schedules and supports over 4,000 meetings and events on campus, with over 100,000 attendees. In addition to serving our internal community, the department manages all external clients who reserve space and services on campus. The Conferences and Events Department is responsible for six-figure annual revenue for the University.

The Events Manager must be able to anticipate project needs, discern work priorities, and meet deadlines. The Events Manager should have a passion for special event management, provide outstanding communication to staff, vendors and event attendees and volunteers, be an enthusiastic professional, and be capable of building strong and positive relationships.

Reporting to the Assistant Director of Conferences and Events, the Manager role primarily supports two distinct categories: Internal Conferences & Event Operations, and Summer Conferences Residence Campus.

ESSENTIAL JOB FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Events include fundraising galas, corporate functions, and conferences, among others. The position deals with a wide range of responsibilities that include:

• Communicating with event attendees.

• Contracting Vendors.

• Coordinating event logistics, timelines, and tasks as necessary for events.

• Participate in event planning, revenue generation, event management, and production.

• Assist with the organization of event planning and production meetings and discussions.

• Negotiate costs and services with vendors; book event space, arrange food and beverage.

• Consistently look for new ways to positively impact the attendee experience at events and improve department efficiency.

• Assist with post-event activities that include invoice management and program assessment from the event delivery perspective.

Internal Conference & Event Operations: August - April

• The Manager works very closely with the Director and Assistant Director of Conferences Events on a daily basis. The Manager's primary focus is to ensure that all spaces booked on campus are properly scheduled, approved, and set-up. The Manager is also responsible for ensuring that service providers (dining services, facilities, technology and public safety) are prepared to ensure the event runs smoothly. They also interact on a daily basis with Simmons Community "clients" including students, faculty, and staff.

• Maintain knowledge of all meeting spaces on campus; assist clients in room selection based on what best fits the needs of the event.

• Manage daily space requests 25Live space scheduling database.

• Monitor all inbound requests for event space reservation or event coordination and respond to requests.

• Ensure function spaces are set-up according to customer's request.

• Provide comprehensive support to the Director and Assistant Director of Conferences and Events.

• Create weekly reports supporting the operation.

• Attend meetings with service providers reviewing upcoming event details

• Prepare Invoices, track overtime, create PO's and track budget expenses.

• Work with internal Service Providers to ensure that events run smoothly.

• Perform other duties as assigned, including evening and weekend hours, as needed.

Summer Conferences Residence Campus Operations: April-August

• The Manager is fully responsible for managing the operations of the Summer Conference Office on over a 9-week period. This entails managing the entire residential component of our summer conference client groups.

• Responsible for the management, supervision of up to 8 student staff, including a student manager. Responsible for the recruiting, hiring, training and supervision the student summer staff members including a Student Staff Supervisor.

• Coordinate with partner departments (Public Safety, Buildings & Grounds, Housekeeping, Residence Life, etc.) prior to and during the summer conference season .

• Ensure linens and all other supplies are on hand and available when needed and as requested

• Oversee the arrival check-in and departure check-out of each residential group.

• Communicate with client to review all policies and gather information required to ensure the accommodations are properly established for the customer's request and ready upon their arrival.

• Function as main contact with conference organizers as it relates to accommodations and any issues on the Residence Campus .

• Manage access requests and rosters with Public Safety to ensure guests are only allowed in their specified buildings.

• Coordinate with Staff Supervisor, who reports to the Manger, to ensure appropriate staffing is available for conferences based on arrival/departure times of each group.

• Manage the wind-down of conferences with the arrival of our fall students by coordinates with Res Life, Facilities, etc.

OTHER DUTIES AND RESPONSIBILITIES

• Other duties and special projects as assigned .

REQUIRED QUALIFICATIONS

• Degree from accredited university.

• 3+ years prior experience coordinating large (500+guests) special events.

• Experience with office administration.

• Superior time management skills, multi-tasking abilities, team playing skills; • Budget management and negotiation skills.

• Ability to accomplish projects independently.

• Excellent interpersonal skills with a high level of professionalism.

COMPETENCIES

• Excellent Customer Service skills, to ensure our customers receive the service and experience we promise

• Excellent communication skills (both verbal and written)

• Attention to detail and highly organized

• Commitment to Inclusive Excellence and Social Justice

• Teamwork

• Leadership

WORK ENVIRONMENT & CONDITIONS/PHYSICAL DEMANDS

• Full time, 40 hours a week position

• Work hours and location may be flexible under some circumstances & events, attendance at many events is required, including evening and weekend events

• Essential physical requirements, such as: standing, stooping, or sitting for long periods of time, and typing

• Physical effort/lifting, light - up to 20 pounds.

Salary Grade
S06

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.