Director Event and Conference Services

Loyola University

2d•$98,640 - $123,300

About The Position

The Director Event and Conference Services leads Loyola University Maryland’s Events, External Conferencing, and Campus Moving service operations. The role is responsible for scheduling, facility planning, and execution of internal and external events, conferences, and relocation requests. The director coordinates event operations and technical production, manages facilities and vendor services, oversees budgets and revenue-related processes, and leads department staff. The position also supports summer camp and conference programs and ensures effective use of campus facilities.

Requirements

Bachelor’s degree.
Minimum of 8 years of event management experience, including 3 years of supervisory experience.
Three years of management experience directly related to planning, organizing, and executing events and conferences in higher education and/or the for-profit industry.
Related experience in event planning, conference management, scheduling, audio-visual systems, office administration, and management of logistics, budgets, and vendors.
Maryland Driver’s License.
Knowledge and experience in office administration, budgeting, financial control, general business operations, personnel and performance management, and continuous quality improvement or process management.
Knowledge of software relevant to event and conference management, including spreadsheet, scheduling, financial management, and audio-visual systems.
Familiarity with major aspects of university event planning, support, and execution.
Demonstrated success maintaining high client satisfaction in support services.
Strong human relations and customer service skills, and ability to establish and maintain effective working relationships with diverse constituencies.
Detail-oriented ability to coordinate multiple activities daily.
Technology skills and ability to troubleshoot problems.
Eligibility to work in the United States and completion of employment eligibility verification by the first day of employment.
Successful candidates are subject to a pre-employment background check.

Nice To Haves

Experience with commercial relocation.

Responsibilities

Collaborate with campus constituencies to plan on- and off-campus events according to available resources.
Receive, process, execute, and manage event information for activities outside academic scheduling and athletic practice and game-day events; plan and produce major University events.
Provide event support and technical production for NCAA Division I athletic events, including management of box office operations.
Coordinate with campus departments and outside contractors to support successful events, and host weekly planning meetings with campus support services.
Develop and support summer camp programs, including academic, athletic, and recreational programs.
Expand collaboration and programming for weddings, family celebrations, and external conferences.
Publish and maintain the University’s “Use of Facilities by Outside Groups” policy and regularly update internal and external rental rates using budget and benchmarking data.
Administer contracts, bidding, and service negotiations; coordinate facility needs and operational support; establish rental rates; and support external conference marketing efforts.
Manage conference activities with clients, campus departments, and contractors before, during, and after events; enforce contracts, generate invoices, and record and deposit revenues in accordance with University policy.
Coordinate facility technology needs with technology services and ensure facilities, equipment, and operations support the University’s mission.
Oversee technical production for concerts, dedications, banquets, lectures, off-campus events, and other University or departmental events.
Ensure scheduling meets prioritized needs and optimizes facility use and revenue opportunities.
Develop and manage annual operating and capital budgets for Event Services and oversee the Event Services and External Conferencing budgets.
Set equipment and supply charge-back schedules and ensure the charge-back system efficiently recovers departmental costs.
Maintain stewardship of the University liquor license and ensure compliance with University, Baltimore City, state, and federal alcohol policies and procedures.
Participate as a resource in storm emergency team decisions, determine operating policies and procedures, ensure compliance, and maintain knowledge of building evacuation procedures.
Lead, guide, hire, train, discipline, supervise, and evaluate department employees; support professional development and oversee summer staff processes.
Oversee hospitality services for conference activities, including room assignments and preparation, custodial services, guest services, check-in and check-out, and on-call duties.
Manage office and department move requests, including moves related to capital projects; publish moving guidelines, provide supplies, and coordinate moves with campus constituents and contractors.
Distribute relocation schedules and requirements campus-wide.
Maintain an inventory of surplus furniture, arrange redistribution or disposal, coordinate donations with local charities, and work with the controller’s office to document fixed-asset disposal.