Director, Conference Services
Salary : $49,400.00 - $74,110.00 Annually
Location : Performing Arts Center-Springfield, OH
Job Type : Full Time
Division : Marketing, Diversity, Community Impact
Job Number : 00025
Closing : 1/14/2022 11:59 PM Eastern
The Director, Conference Services oversees and manages the commercial activities of the Hollenbeck Bayley Creative Arts and Conference Center and all other rental spaces at both Clark State College Springfield campuses including LRC207/209 and The Brinkman for external customers. This includes serving as the initial point of contact and working with the client through the planning, execution, and follow-up phases of the contract.
Examples of Duties
RELATIONSHIPS AND CUSTOMERS
Internal and external clients and prospective clients Concessionaires, bartenders, etc. Event attendees; general public , college personnel Regulating agencies (health inspectors, alcohol agents, Food
Advertisers Vendors PAC volunteers
This position administers an annual operating budget of approximately $90,000.
ESSENTIAL DUTIES AND RESPONSIBILITIES - Under broad supervision, this position performs the following duties:
- Manages all conference services to clients at the HBC, Brinkman, Greene Center, and Leffel Lane campus. Including scheduling, quoting rates, executing contracts, event logistics, event staffing and billing. Serves as the main point of contact for clients before, during and after events. Manages concessions including alcohol at all PAC events.
- Responsible for generating an annual revenue; with a set monthly revenue amount to help achieve the annual goal.
- Meets with clients to assist in planning meetings/conferences: logistics, menus, décor, pricing, equipment, computing/audio visual service needs, and other special requests to achieve a successful smooth flowing event. Understands and responds to all clients’ needs and requests in a timely, professional manner.
- Coordinates with caterers, custodial staff, media services, cashier’s office, campus police and department managers to carry out event specifications. Supervises concessions and other College-provided support personnel at events.
- Complies with the provisions of all State liquor laws under the auspices of the College’s State D-5 Liquor Permit. Ensures the license is current. Orders alcoholic beverages.
- Prepares and/or renews food service and catering contracts annually
- Implements College policies regarding facilities usage; recommends new or amended policies as appropriate.
- Reports on utilization of conference facilities. Reports on client satisfaction as documented by post-event feedback.
- Maintains and tracks sufficient inventory for conferences and meetings.
- Schedules and coordinates use of college facilities to external renters.
- Maintains central scheduling for all rentals and informs appropriated campus personnel of events happening in the different buildings.
- Prepares Police contracts yearly for security at the PAC, HBC and sporting events.
- Provides back-up for the Front of House at the Performing Arts Center.
- Provides back-up for the Performing Arts Center box office.
- All other duties as assigned by supervisor.
1. Supervises and manages contracted workers and coordinates efforts of college staff at events.
2. Manages all contracted workers for the HBC
EDUCATION and/or EXPERIENCE
- Bachelor’s degree preferred or related field required; Associate’s degree in related field with commensurate experience may be considered in lieu of Bachelor’s degree
- One to two years’ experience in event planning and management
- Knowledge of event management software systems preferred
- Experience in hospitality industry preferred
- Knowledge of health, fire and alcohol regulations preferred.
SKILLS AND ABILITIES
- Exemplary customer service skills.
- Willing and ability to work flexible hours, including evening and weekend events. Occasional travel.
- Strong time management and organizational skills; able to work effectively under time constraints and deadlines.
- Able to use sound independent judgment in the performance of duties.
- Computer skills: Word, Excel and database tools; Strong writing and verbal communication skills; sales skills helpful.
- Strong budget management skills
- Problem solving ability.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Abiity to speak effectively before groups of customers or employees of organization.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision ability required by this job include close vision, and ability to focus.
The work is performed under varied working conditions, including in an office-like environment with a minimal amount of noise and party-like conditions with moderate to loud noise