Conference Manager

Colorado School of Mines•Colorado, CO

2d•$66,050 - $73,175•Onsite

About The Position

The Summer Conference Manager coordinates and manages on-campus residential, dining, and meeting activities for summer conferences, including youth and adult groups using up to 1,200 residence hall beds. The position manages the summer conference calendar, establishes procedures with campus partners, and provides excellent service and programs for conference organizers and participants, as well as campus community members and visitors. The role supervises 10–15 summer conference assistants and coordinates with Residence Life, Facilities Management, Mines Dining, Access Services, and other partners. This is a full-time, 12-month professional exempt position based primarily on campus in Golden, Colorado. It reports to the Assistant Director of Conferences within the division of Finance, Administration, and Operations. The manager oversees conference operations, contracts, budgets, client relations, and student staff recruitment, training, supervision, and development. The role also provides after-hours on-call response during conference sessions, including support as needed on evenings, weekends, and holidays.

Requirements

Bachelor’s degree from an accredited four-year institution; demonstrated and progressive event management experience may substitute for the degree.
At least 2 years of event planning or management experience.
Strong interpersonal skills and the ability to remain calm and flexible during busy work periods.
Experience working in a customer service environment.
Authorization to work in the United States; visa sponsorship is not available.

Nice To Haves

Event management experience in a university setting.
Master’s degree in business, tourism, higher education administration, or a related field.
Extensive event planning and management experience across events of varying sizes and client groups, including large-scale events.
Experience working with housing or hotels.
At least 3 years of event planning or management experience.
Previous student supervision experience.

Responsibilities

Coordinate reservations, room assignments, check-in and check-out, guest services, access cards and keys, evaluation activities, and money collection for summer conferences.
Develop plans for individual conferences and coordinate housing, meals, athletics and recreation space, classrooms, meeting space, supplies, audio-visual needs, HVAC scheduling, and custodial support.
Schedule and conduct planning meetings with internal and external clients.
Coordinate conference requirements with clients, catering, Mines Dining, the campus card manager, custodial staff, and facilities management staff.
Prepare and negotiate detailed conference and external rental contracts describing facilities, services, client expectations, and projected costs.
Communicate and enforce policies, regulations, and procedures related to conferences and summer conference operations.
Maintain systematic, detailed, chronological records of correspondence and conference planning using technology.
Manage the summer conference schedule in coordination with maintenance, custodial schedules, renovations, and residence hall turnover needs.
Work with campus partners to develop and maintain systems for managing occupancy and dining projections.
Coordinate opening and closing of buildings for internal and external clients.
Respond to conference needs, including technology troubleshooting and event setup.
Manage assignments of personnel and resources for summer conference operations.
Monitor meal periods in campus dining venues and provide feedback to Mines Dining on menus, customer service, food quality and presentation, and client satisfaction.
Provide after-hours on-call response to urgent matters at summer conference locations while conferences are in session.
Assess conference guest satisfaction using quantitative and qualitative methods.
Maintain and monitor annual budgets and accounting of expenses and revenues, forecast revenue projections, and create reports.
Assist with responding to billing questions and contribute to the department annual report.
Determine operating policies and procedures and maintain professional standards consistent with the image and reputation of Mines.
Supervise student Main Contacts and 10–15 student staff during summer conferences, providing supervision and on-call support as needed, including evenings, holidays, and weekends.
Develop and maintain job descriptions and the student employee manual, and coordinate staffing requirements and on-campus living arrangements for lead and on-call student staff.
Assess student employee skills and training needs, and develop and conduct pre-service and ongoing training and student development initiatives.
Recruit, select, train, supervise, and evaluate student employees, including Summer Assistants and Main Contacts.
Conduct site tours of conference and guest facilities for potential clients.
Advise clients on conference and event resources, audiovisual setup, facilities, and services to match their needs and expectations.
Review and approve conference proposals.
Develop and implement strategies to generate and market internal and external conferences, events, programs, and camps.
Provide information about internal and external services and facilities, and recreational, cultural, and educational opportunities in the area.

Benefits

Flexible health and dental care options.
Sick and vacation time, including 13 paid holidays per year and a week-long campus winter break.
Fully vested retirement plan beginning on the first day of employment, with an employer contribution.
Tuition benefits: 6 credits per year for employees and a 50% discount for dependents.
Free RTD Ecopass.
State of Colorado discount programs.
Free tickets to Mines Athletics home games.
Access to the Recreation Center, including fitness classes, training, and a swimming pool.
Equipment rentals through the Outdoor Recreation Center.
Access to an on-campus daycare center.