Job Details

Associate Director of Conferences and Events

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 06/30/2019

Working at Lewis & Clark College
The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

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.

Job Purpose
The Associate Director plays a significant role in overall management of Conferences and Event’s daily office operations, assuring the high standards of the department are met. This position implements and advances a coordinated, educationally purposeful facility use program on two campuses consistent with the mission, strategic initiatives, and event management policies of Lewis & Clark. This entails assisting with strategic planning; sharing responsibilities of hiring, training, and supervising staff; and sharing in the oversight, coordination, and management of year-round scheduling and event services offered to clients. The Associate Director develops sales strategies and marketing collateral to promote Lewis & Clark’s facilities and services to potential external clients, resulting in a strong net margin for the College. As the primary point-of-contact for special events, the Associate Director coordinates the efforts and usage of facilities for event functions including, but not limited to, weddings, fundraisers, memorial services, film shoots, etc. This position is responsible for the Fir Acres Estate Garden summer rental program including scheduling, contracting, being the on-site facilities manager during the event, and billing afterwards. In addition, the Associate Director coordinates all summer event vendors through training, contracting, and ensuring all insurance documents, licensing, and permit records are current. Finally, the Associate Director is responsible for event accounting, tracking budget expenditures, maintaining financial records, and generating sales reports.

What You'll Do
In addition to the requirements for personal conduct which are common to all positions in Lewis & Clark College, the following duties outline the major factors of the position. They are not all inclusive, do not set a priority sequence, or establish a ratio of work to be performed. They may vary in importance and may be altered within the general framework of the primary function to satisfy changes in departmental activity. Working full-time in a shared office space with three full-time staff and a variety of student staff, the duties include:

EVENT SCHEDULING AND OFFICE OPERATIONS
* Responsible for day-to-day operations of the office which includes scheduling venues year-round, prioritizing use of resources, assessing potential event risks, bookkeeping and managing
the office purchase card, and helping to interview, train, mentor, and supervise staff
* Develops and conducts staff training covering areas such as: customer service, marketing, sales, business operations, TULIP event insurance, indemnity, and how to limit event liability
* Assists with updates to Lewis & Clark’s centralized space scheduling system (EMS Campus). Responsible for training employees how to use EMS Campus
* Supports and participates in the team concept of the department and the department’s values
* Regular, effective communication with a high-volume of faculty, staff, students, external clients, and vendors regarding use of College facilities, event management policies,
procedures, fees, and requirements
* Collects and analyzes qualitative and quantitative data
* Uses computer software to produce event timelines, room layout diagrams, budget spreadsheets, reports, contracts, invoices, email correspondence, etc.
* Assists with creating and updating office materials
* Maintains updated client files, event production files, and office operations files
* Monitors inventory and purchases supplies
* Creates event way-finding signage using computerized sign-making machine

VENUE MARKETING AND SALES
* Responsible for the Fir Acres Estate Garden summer rental program, including the budget for this sales area; preparing marketing materials; conducting site tours; booking the venues for weddings, fundraisers, or other types of special events; preparing rental contracts; reviewing and approving event service vendors
* Accountable for ensuring Lewis & Clark venues and event support services meet our high standards
* Develops marketing content for various target markets
* Assists with budget development for the Day Rental sales area of our department
* Accountable for controlling special event staffing payroll and other direct costs against the forecasted budget

VENUE SITE MANAGER
* Responsible for being the on-site venue manager to oversee load-in, the event, and load-out operations for special events (e.g. weddings, memorial services, fundraisers, etc.) conducted in the
* Fir Acres Estate Gardens and/or other rented on-campus venues
* Responsible for hiring and training Special Event student support staff to assist with venue management duties
* Position does require being on-call, and being on campus working some evenings and weekends particularly during the summer months, which may include working some holidays

OTHER RESPONSIBILITIES
* Responsible for the overall operation of the department and management of staff in the Director’s absence
* Fills in for other office staff when required or delegated
* May include occasional travel to attend conferences, site tours, and training courses
* Completes projects and other duties as assigned

Must Haves
* Bachelor's degree required, preferably in Hospitality Management, Business, Communications, or closely related field
* Must have 3-5 years of progressive work experience in areas such as conference and event planning, hospitality, sales contact management and customer service
* Employee management
* Persuasive leadership skills, personal and professional integrity, poise, maturity, and independent judgement, and the ability to operate autonomously and make strategic decisions
* Strong strategic, organizational, and project management skills; proven experience managing multiple projects simultaneously
* Qualities of creativity, flexibility, self-motivation, accountability, high energy, and a positive attitude
* Meticulous attention to detail and excellent proofreading and editing skills
* Excellent interpersonal, verbal and written communications skills
* Have valid Motor Vehicle Operator'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/)
* Ability to quickly walk to College venues across the three campuses, lift and carry a minimum of 40 lbs., walk up/down flights of stairs, and sit for long durations
* Ability to type for continuous hours on a computer keyboard
* Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College

Knowledge, Skills and Abilities
Knowledge of: management and supervisory practices, conference and special event facilities, technology and equipment; finance and accounting, budgeting and cost control procedures; meeting and event planning principles; risk management and general liability insurance coverage for events; scheduling and logistics; basic sales techniques; computers, software including cloud applications, Microsoft Office applications (Work, Excel, PowerPoint), event reservation and planning software (e.g. EMS Campus, Social Tables, other), and website editing software. Skill in: verbal and written communications; maintaining good public relations; customer service; conflict resolution; general typing; application of job software programs; solving organizational problems. Ability to: develop and maintain effective working relationships with associates, vendors, students, telephone users and general public; maintain confidential and sensitive information; think creatively to find solutions for business problems; perform complex tasks and prioritize multiple projects; gather, interpret and analyze statistical data and generate reports; prepare financial and operational reports, statements, and/or projections; investigate and analyze information and draw conclusions; develop, plan and implement goals; negotiate and manage contractual arrangements; ability to sell the College facilities and programs.

An appropriate combination of education, training, course work and experience in Conference and Event Services, Sales, Marketing, Catering, or related field may qualify an applicant to demonstrate required knowledge, skills, and abilities.

Nice to Haves
* Experience in marketing
* Intermediate skills using Adobe In-Design and Photoshop
* Experience with high-profile event planning and event management in a higher education setting
* Knowledgeable of Portland-area event supply companies, event technical support vendors, and venues for event rentals (for example wedding venues, special celebration event sites, and memorial service sites)
* Familiarity with the Americans with Disabilities Act (ADA) in the context of planning conferences and events
* A broad grasp and appreciation for the liberal arts education, and the nature of curricular and co-curricular programming in higher education
* Training in business fundamentals, entrepreneurship, and event production/management
* A Certified Meeting Professional (CMP), Certified Special Event Professional (CSEP), and/or a certified Collegiate Conference and Events Professional (CCEP)

Work Schedule
* 37.5 hours per week
* Benefits Eligible: Yes

Pay Rate
* $48,000 - $51,500 annually

Physical Requirements
* Moderate amount of lifting of light weight (up to 15 lbs.) to medium weight (15 to 35 lbs.), climbing or working in physically tiring work
* Bending, crawling, kneeling/squatting, twisting, climbing (ladder), climbing (stairs), standing, driving, sitting, walking, grasping/gripping, pinching/squeezing, reaching, pushing/pulling, repetitive hand movements (e.g., typing), seeing, hearing, talking

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.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

Complete details: https://lewisandclark.wd5.myworkdayjobs.com/staff/job/Undergraduate-Campus/Associate-Director-of-Conferences-and-Events_R-000472