Human Resources

DIRECTOR OF SPECIAL EVENTS AND CONFERENCES

Apply now Job no: 493209
Appointment Type: Admin Full-time
Department: Facilities Services
Categories: Administration

Essential Responsibilities and Duties:

  1. Campus Event Management:  Collaborate with campus leadership and constituencies to ensure that campus events are planned and executed to the highest standards and expectations.  Manage all aspects of logistics and planning including food services, space needs, staffing, audio-visual equipment, furniture and all other event management duties to support the needs of clients across campus.  Actively participate in the planning committees for all major events on campus supporting academics, students, and staff activities. Occasional evening and weekend hours required.
  2. Conferencing, Programming, and Camp Management: The successful candidate will develop a long-term business strategy fostering a portfolio of client groups that promotes College initiatives.  Programs will occur both during summer and academic year sessions, where practical and consistent with other College activities and needs.  Oversees customer relations and nurtures strong relationships with clients while continually seeking revenue opportunities that align with College priorities.  Responsible for , client acquisition and retention, contract management, support service planning and execution such as food service, marketing,  A/V, security, health and safety and all other logistics planning..   
  3. Leadership: Manages staff, temporary staff, and work study students: including but not limited to paid time off approval, recognition of exceptional work performed, disciplinary action, and position review/upgrade recommendations. Establishes goals and objectives for departments (Special Events, Central Scheduling, and Support Services) and staff. Determines needs, work assignments and work schedules. Interprets policies and procedures to assigned staff. Frequent interaction with Facilities Services to provide support services.
  4. Budget Management: Develops/improves operational procedures, budget administration, office administration. Works with Finance to set milestones for department budget and expenditure forecast reporting on a weekly/monthly basis; review revenue milestones and adjust as needed. Oversees department functions such as projections, planning for adjustments, and analyzing and reporting on the status of the budget including YTD, budget to actual and forecasting reports.
  5. Analytics: Serves as the Functional System Administrator for 25Live enterprise application requiring frequent collaboration with campus constituents for events, ITS technical administrator and developer to resolve user issues, interface with other College enterprise systems. Exports data from enterprise systems to spreadsheets using advanced functions such as pivot tables to extrapolate facts/numbers for utilization reporting, forecasting, and budget management.

Qualifications:

  1. Bachelor’s degree, and 7-10 years of directly related experience, and/or a combination of relevant education, training, certifications, and/or work experience. 
  2. Demonstrated capability to oversee the daily operations of a multi-faceted department.
  3. Experience building strong business relationships with key stakeholders and decision makers.
  4. Exceptional communication and interpersonal skills, including the ability to be impartial and establish rapport with a diverse range of external and internal campus community members.
  5. Ability to pay attention to details, manage multiple projects, and meet deadlines.
  6. Able to exercise exceptional judgment, ensure confidentiality, and demonstrate outstanding professionalism in a range of situations.
  7. Proficient in MS Office Suite, enterprise systems, Google platforms (Drive, Docs, Sheets, etc), work order software, Adobe Acrobat, etc.
  8. Able to support, contribute to, and strengthen a vibrant, culturally diverse, and inclusive learning community of students, alumni, faculty, and fellow staff colleagues.

We offer exceptional benefits including:

  • Generous Vacation, Sick and Personal Time
  • Winter Recess Break in Addition to Paid Holidays
  • Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
  • Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
  • Employee Scholarships toward Certifications, Seminars, Training and Professional Development
  • Pre and Post Tax participation in a 403(b) Retirement Plan
  • Salary Continuation Program in the event of Disability
  • Tuition Assistance Program for Employee, Spouse and/or Dependents

Note: All new hires of Union College are subject to a thorough education, work experience, and criminal history background check.

Union College

Officially chartered in 1795, Union College is the fifth oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem solving requires breadth across humanities, arts, social sciences, science, and engineering.

Diversity at Union College

Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.



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