Manager of Campus Events and Conferences

Assumption University•Worcester, MA

About The Position

The Manager of Campus Events and Conferences is responsible for the planning, coordination, execution, and business development of University events, conferences, meetings, ceremonies, and special programs for both internal and external clients. The Manager provides comprehensive event management services to academic and administrative departments, student organizations, external organizations, community partners, businesses, associations, and other clients utilizing University facilities. The position serves as a primary point of contact for campus event planning and conference services and coordinates facilities, technology, catering, public safety, vendors, equipment, staffing, and other logistical requirements necessary for successful events. The Manager is also responsible for supporting the University's efforts to generate revenue through conferences, facility rentals, summer programs, meetings, special events, and other appropriate uses of University facilities. The position develops relationships with prospective and existing clients, promotes available University facilities and services, and identifies opportunities to increase external utilization of campus resources. The Manager ensures that internal and external clients receive professional, responsive, and consistent service while ensuring events comply with University policies, procedures, operational requirements, and contractual obligations.

Requirements

Bachelor's degree required.
Strong organizational and project management skills with exceptional attention to detail.
Ability to communicate effectively with senior administrators, faculty, staff, students, businesses, external organizations, vendors, speakers, guests, and members of the public.
Ability to work independently, exercise sound judgment, establish priorities, and make appropriate operational decisions.

Nice To Haves

Bachelor’s degree in event management, hospitality, business administration, marketing, communications, higher education administration, or related field preferred.
Three to five years of progressively responsible experience in event planning, conference services, hospitality, higher education, facilities coordination, sales, business development, or a related field preferred.
Experience developing external client relationships and generating conference, hospitality, event, facility rental, or related revenue preferred.
Experience coordinating complex events involving multiple departments, vendors, service providers, and stakeholders preferred.
Previous experience supervising student employees, temporary staff, event personnel, or vendors preferred.
Demonstrated proficiency with Microsoft Office applications and experience with Ad Astra or comparable event scheduling and space-management systems preferred.

Responsibilities

Plans, coordinates, and executes meetings, conferences, academic programs, ceremonies, special events, and large-scale University events from initial consultation through completion.
Serves as project manager for assigned events, developing event plans, timelines, room configurations, resource requirements, staffing plans, budgets, and logistical documentation.
Consults with clients to determine event objectives, anticipated attendance, space requirements, technology needs, catering, accessibility considerations, security requirements, and other operational needs.
Coordinates scheduling and use of University facilities to maximize effective utilization of campus space while minimizing scheduling and operational conflicts.
Guides internal clients through the University's event planning and approval processes, including space reservations, facilities requests, catering, technology, public safety, accessibility, and other required services.
Develops event proposals, cost estimates, service requirements, and other documentation for external clients in accordance with established University pricing and procedures.
Coordinates contracts, facility-use agreements, certificates of insurance, deposits, invoices, and other required documentation in collaboration with appropriate University offices.
Coordinates accommodations, catering, technology, security, facilities, parking, transportation, signage, and other services required for external conferences and events.
Serves as the liaison between external clients and University departments to ensure client requests are accurately communicated and appropriately fulfilled.
Develops and implements strategies to increase revenue generated through external conferences, facility rentals, meetings, camps, summer programs, special events, and other appropriate uses of University facilities.
Provides responsive and professional customer service while appropriately managing client expectations.
Prepares and communicates event cost estimates for internal and external clients in accordance with established University rates, policies, and procedures.
Maintains appropriate financial records related to external events, including estimates, deposits, invoices, payments, refunds, and event-related expenses.
Coordinates arrangements for speakers, presenters, performers, and special guests.
Provides day-to-day leadership and direction to administrative support staff and/or student employees involved in event coordination and execution.
Trains staff on event procedures, technology systems, customer service expectations, resource utilization, and University policies.
Coordinates and supervises event staff, student employees, contractors, subcontractors, and vendors as necessary for assigned events.
Works with external vendors and service providers to ensure contractual, operational, financial, and service requirements are met.