Assistant Director of Conference & Event Services

Colorado State University
Fort Collins, Colorado, United States
09 Sep 2017
End of advertisement period
07 Oct 2017
Contract Type
Full Time

Description of Work Unit

Colorado State University (CSU) invites applications for the position of Assistant Director for Conference & Event Services (CES) in the Department of Housing & Dining Services (HDS). CES assists over 100 programs each year ranging in size from under 10 to over 7,000 participants. Located an hour north of the Denver metro area, Fort Collins is a culturally vibrant and progressive community of 137,000. The city sits on the Front Range of the Rocky Mountain foothills with views of 14,000 foot peaks and offers access to numerous outdoor opportunities.

Position Summary

The Assistant Director of CES assists with providing vision, supervision, leadership, and event management for an active year round conference and event operation that directly provides logistical support, planning, coordination and execution for on and off campus programs through the delivery of superior customer service. The development and maintenance of collaborative working relationships with a variety of departments and individuals across CSU, the local community and the state in an effort is essential for this position. The Assistant Director supervises the Guest Services Manager, Registration Coordinator as well as three to four seasonal student staff.

To be successful, the individual must model an excitement for the profession, an active commitment to diversity and inclusion, and have the talent to incorporate best practices into the organizational culture. The individual must have outstanding interpersonal skills with an understanding of the elements of providing exceptional customer service, problem solving and ability to coordinate, administer and execute several programs simultaneously in a highly professional manner as well as have a strong background in technology and database management. Additionally, the individual should have the ability to manage conflicts and crisis situations. Reflecting departmental and institutional values, candidates are expected to have the ability to advance the department’s commitment to diversity and inclusion. This position should expect to work outside of the standard University business hours and/or work week, including time beyond 40 hours. This is a salaried, administrative professional, exempt from overtime position.

Required Job Qualifications

  • Master’s degree
  • A minimum of five years of supervisory experience
  • Experience managing conferences and/or events with over 1,000 participants
  • Experience managing conferences and/or events on a college campus

Preferred Job Qualifications

  • Experience in budget and contract management
  • Experience serving as department technical liaison for a scheduling, database or project management system
  • A demonstrated understanding of the recreation, tourism, hotel and resort management industries
  • Experience serving in an on-call capacity
  • An expressed and demonstrated commitment to diversity

Diversity Statement

Personal and professional commitment to diversity as demonstrated by involvement in teaching, research, creative activity, service to the profession and/or diversity/inclusion activities.

Essential Duties

Job Duty Category Event Management Duty/Responsibility

  • Coordinate and manage 5-10 conferences/events annually
  • Serve as the main contact for 5-10 conferences/events per year including any “mega group” events of 1,000+ participants.
  • Oversee all administrative aspects for conferences/events including proposal, contracting, budgeting, coordination and final invoicing
  • Respond to prospective inquiries, initiate reservations, conduct campus tours, and manage calendars
  • Evaluate requirements for each program and identify, locate and schedule appropriate facilities and other necessary resources, and understand and follow CSU policies and procedures when committing University resources
  • Identify insurance, safety, policy concerns and connect with appropriate University personnel on issues and exceptions
  • Communicate regularly through multiple methods (phone, email, forms, calendars, in-person meetings) with clients and partners (on- and off-campus) to confirm program schedules and logistics
  • Develop and maintain individual program budgets and provide financial information to CES management
  • Provide on-site/on-call support during conference duration.
  • Oversee and manage Summer Guest Housing program

Percentage Of Time 50% Job Duty Category Staff Management Duty/Responsibility

  • Hire, train, and supervise professional staff; Guest Services Manager and Registration Coordinator
  • Oversee and assist Guest Services Manager with residence hall protocol, procedures, and expectations for summer conference season, as well as student staff hiring and training
  • Hire, supervise and assist training of 3-4 student staff who support the CES staff during summer conference season

Percentage Of Time 25% Job Duty Category Technology Management Duty/Responsibility

  • Serve as lead and liaison Coordinate technology services and troubleshooting for all office systems, specifically Kinetic Software
  • Manage Kinetic Software for office operations
  • Train CES staff and departmental staff on Kinetic Software

Percentage Of Time 15% Job Duty Category Strategic Planning and Administration Duty/Responsibility

  • In conjunction with the Director and Sales and Marketing Manager, review pricing structure and contract language to improve business practices
  • Review existing procedures and policies and suggest changes when needed
  • Assist the Director in facilitating best working relationships with internal departments
  • Actively participate and represent CES on a variety of division and campus committees and initiatives
  • Demonstrates an active commitment to diversity and inclusion
  • Perform other duties as assigned

Percentage Of Time 10%

Application Details

Special Instructions to Applicants

For full consideration, please apply by 09/18/2017, 11:59 pm (MST) with a cover letter that addresses the required and preferred qualifications, resume, and 3 professional references with contact information. References will not be contacted without prior notification of candidates.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License, On-call Status

Search Contact Chris Willenbrock,

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.