Job Details

Assistant Director, Conferences and Events

Lewis & Clark College, Portland, OR

Job - Non-Profit

Close Date: 03/09/2018

The Conferences and Events department is responsible for scheduling venues, coordinating event services and logistical support, and working with event planners to help orchestrate events for Lewis & Clark. Our team brings together event management and production expertise to create value for our clients. While Lewis & Clark’s academic and student events, as well as signature events (e.g. symposia, ceremonial celebrations such as Commencements, and New Student Orientations) are the heart of what the Conferences and Events team schedules and helps produce during the school year, the team also manages event logistics for clients renting Lewis & Clark venues for weddings, summer conferences and youth camps, meetings, social celebrations, non-profit galas, and memorials.

JOB SUMMARY:

Working within a team of four (4), each staff member assumes primary leadership over a specific functional area, while acting as a generalist and possessing a deep understanding of all areas of the department in order to seamlessly assist external audiences with special events, conferences, training sessions, weddings and memorials. The Assistant Director plays a significant role in implementing and advancing a coordinated, educationally purposeful facility use program consistent with the mission, strategic initiatives, and event management policies of Lewis & Clark. This position shares in the supervision of student employees, and shares in the oversight, coordination, and management of year-round facility scheduling and event services offered to on- and off-campus clients.

Under the supervisory direction of the Director of Conferences and Events, the Assistant Director is responsible for marketing and recruiting clients as well as the overall coordination of the usage of College facilities and services for summer conferences and youth camps. The Assistant Director will develop and implement a marketing strategy that promotes the facilities and services of Lewis & Clark to potential clients that provide a strong net margin for the College. Additionally, the Assistant Director will coordinate the efforts and usage of facilities and supervise the summer student staff to meet the needs of our clients and supervise the delivery of the summer conferences. The Assistant Director is responsible for the billing and financial reports associated with the Conferences Services and is responsible for the scheduling, contracting, and billing of all conference functions.

The Assistant Director is expected to work occasional weekends and/or evenings, particularly during the summer months, to support summer conference and youth camp operations. This is a full-time exempt position in Portland, Oregon.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.
Essential Functions:
As our Assistant Director, you will be responsible for scheduling events and managing event production logistics for academic programs and student events occurring during the academic year. In addition, you’ll be responsible for the sales and service chain performance of our Summer Conferences and Youth Camps auxiliary program (fulfillment of event support services, cost analysis, pricing, and inventory management). Specifically, this means you will partner with multiple department stakeholders and our vendors to ensure we maintain robust sales, and deliver reliable, fast, easy and premium experience to our summer conference and youth camp clients.

As our Associate Director, you will be responsible for a variety of duties and responsibilities including, but not limited to, the following:

Develop and execute a business plan for maximizing the use of facilities and services to generate additional income for the College

• Create and manage the marketing program for the College facilities and services used by external clients for summer conferences/camp programs.
• Establish annual budget reflecting expected costs, as well as anticipated revenues, assist in the development of the pricing plan for external and internal clients for the rental use of campus facilities and resources.
• Establish and maintain client relations. Conduct site visits and tours, meet, greet and work on-site to provide support during select events, as required.
• Design, negotiate and draft contracts. Create reporting systems and generate billing invoices.
• Coordinate the booked summer conference business for the College. Work with Residence Life on the availability, use and needs of all residence areas. Work with the Registrar’s office and Athletics department regarding use of classroom, gym and field space during the summer. Chair meetings related to summer events.
• Prepare and calculate financial reports including sales, receipts, purchase orders and billing.

Direct and coordinate services and activities to support the smooth business operations of Conference Services

• Coordinate support services with other Lewis & Clark departments to meet contract needs of clients. Prepare catering requests, detail requests with Campus Safety, work orders, and purchase orders with outside vendors.
• Manage summer operations of select residence halls with approximately 1200 beds. Responsible for ensuring repairs, housekeeping, and grounds are maintained
• Recruit, select, train and assign job duties to summer student staff.
• Create, implement and enforce policies and procedures for the use of facilities and services as necessary, including room key management and the creation of ID swipe cards with the support of Residence Life and Campus Safety.
• Additionally, coordinates placement, collection and laundering of bedding and linens, as needed.
• Oversee the billing and collecting of fees from all clients for space, equipment, food services, security services, and other related costs.

Acts as one of the schedulers for meetings and function space through the academic year

• Utilizes reservation system for conference and meeting rooms through EMS Campus including the approval of reservations for venues on the Undergraduate College and Graduate School campuses.
• Assures set-ups, media, and food requests have been submitted by requestor.
• Works with end-users to resolve conflicts when necessary.
• Assures that Lewis & Clark Signature Events are given priority for scheduling each year.
• Supports the planning and coordinating of institutional events.
• Reviews proposed conference and event activities, and takes appropriate steps to minimize or eliminate risks and liabilities associated with conferences and events.
• Creates event way-finding signage using computerized sign-making machine.

Additionally

• Uses computer software to produce event timelines, room layout diagrams, budget spreadsheets,
business analysis reports, facility rental contracts, invoices, email correspondence, etc.
• Acts as director when required or delegated
• Position requires evening and weekend work, which could include working holidays, particularly May – early September
• Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College.
• Other duties as assigned

Minimum Qualifications:
Please walk through the door with

• Bachelor’s degree in business, communications, or relevant events management discipline
• At least 3 years of work experience in related field
• Must be highly organized, innovative, and team focused
• Proficient in providing exceptional customer service to a wide variety of clients
• Experienced in marketing, business negotiations, and professional communications
• Experienced preparing and managing budgets
• Experienced in creating web content, social media content, and printed collateral
• Ability to develop and maintain record-keeping systems and procedures
• Must be an adept problem-solver
• Must demonstrate excellent oral and written communication skills, time management skills,
supervisory and leadership skills. Possess the ability to persuade and negotiate; to communicate with diplomacy and discretion
• Demonstrated ability to generate reports, calendars, provide detailed accurate written or verbal instructions, and create illustrated room layout diagrams
• Superior skill in attention-to-detail. Excellent proofreading and editing skills
• Proven ability to function efficiently in a self-directed and multi-tasking manner is essential, including ability to manage multiple projects with frequent interruptions and under time constraints with professionalism, speed and accuracy
• Experienced working in a fast-pace office setting
• Proven people management and leadership skills
• Demonstrated professional growth in the hospitality industry, leadership and supervisory experience
• Flexibility in work schedule, with ability to work evenings, weekends, or certain holidays to staff large/VIP events and/or summer conference and youth camp programs

Technology & Transportation Demands:
• Typing skills (55 words typed per minute or more, with 95% accuracy)
• Proficiency in Microsoft Word, Excel, Google Docs, room layout and event scheduling software on a PC computer
• Have a valid driver’s license and be able to achieve the Lewis & Clark Driver’s Training and Clearance Certification (see Driver’s Clearance information on http://www.lclark.edu/offices/transportation_and_parking/rental/)

Physical Demands:
• Ability to walk to College venues across the three campuses, lift and carry 40 lbs., walk up/down flights of stairs, and sit for long durations
• Type for continuous hours on a computer keyboard

To apply, please visit https://jobs.lclark.edu/postings/7491

Complete details: https://jobs.lclark.edu/postings/7491