Assistant Director of Conference Services

Apply now Job no: 492716
Work type: Administrative Faculty Full Time
Location: Golden
Categories: Student Services/Life

Position Title: Assistant Director of Conference Services
Job Description: The Assistant Director coordinates and manages on-campus residential, dining, and meeting activities related to summer conferences. The Assistant Director leads student development initiatives for the department and supervises the Student Center desk assistants and summer conference assistants. The Assistant Director is the functional administrator for campus-wide event scheduling software (EMS), room diagram software (Social Tables) and potential conference management software. The Assistant Director is responsible for coordinating 40-50 summer youth and adult conference groups in up to 1000 residence hall beds, totaling approximately $1 million in annual revenues. The Assistant Director ensures excellent customer service and outstanding programs for organizers and participants of conferences and meetings, as well as for faculty, staff, students, and campus visitors. The Assistant Director reports to the Director of Campus Events, within Student Services in the Division of Student Life. This is a full time, 12-month professional exempt position.
Responsibilities:

Management of summer conference program which includes the following:

  • Develop detailed plans for the specific needs of each conference, and coordinate housing, meals, athletics and recreational space, classrooms, meeting space, supplies, audio visual, HVAC scheduling and custodial support. 
  • Coordinate reservations, room assignments, check-in and check-out, guest services, access cards and room keys, evaluation activities, and money collection processes for all summer conferences. 
  • Prepare and negotiate detailed conference contracts describing facilities and services, client expectations, and projected costs.
  • Communicate and enforce applicable policies, regulations and procedures related to conferences.
  • Manage assignment of personnel and resources to summer conference operation.
  • Provide after-hours on-call response to urgent matters in summer conference locations while summer conferences are in session. 
  • Assess conference guest satisfaction through quantitative and qualitative methods.

Other responsibilities include:

  • Recruitment, training and supervision of 10-15 student staff during the school year and 5-10 student staff during summer conferences.
  • Functional administrator for central reservations system (EMS) for conference housing, dining, meeting rooms, athletic facilities and billing operations, as well as management of room diagram software (Social Tables) and potential conference management software.
  • Financial and business administration which includes budgeting, forecasting revenue projections, sending invoices, creating reports, strategic planning and creating standard operating procedures.
  • Client relations and marketing.
Minimum Qualifications: A bachelor's degree from an accredited four year institution of higher education, and moderate professional experience in a hotel, association or university setting, with progressive responsibilities in the area of conference/event coordination, or moderate professional experience in college residence hall administration including significant summer conference coordination responsibilities are required.  Further, the Assistant Director must possess demonstrated event management experience; a working knowledge of software databases, excellent communication and interpersonal skills; commitment and enthusiasm for student development; a flexible and positive demeanor; the ability to work collaboratively with students, faculty, staff and clients; and outstanding administrative, planning and supervisory skills.
Preferred Qualifications:  Master's degree in business, tourism, or higher education administration or related field
Department Description: Colorado School of Mines is located in Golden, Colorado, in the foothills of the Rocky Mountains with close proximity to Denver and Boulder.  The Campus Events department manages summer conferences, Student Center events and Green Center events.  The Campus Events mission is to plan and execute events by turning our guests' vision in to reality, provide meaningful connections to Mines and coordinate facilities that enhance the guest experience by creating a space for fun and hospitality. The Campus Events department resides within Student Services in the Division of Student Life.  Learn more about us at campusevents.mines.edu.
How to Apply: Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (required).
Compensation: Starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information. Mines provides an attractive benefits package including fully paid health and dental insurance. Part of Mines' mission is to create a family-friendly environment supported through our dependent tuition benefits, parental leave benefits, and dependent care assistance plan, as well as in special events, camps, and programming. For more information visit: family.mines.edu
Background Investigation Required: Yes

Advertised: Mountain Standard Time
Applications close: Mountain Daylight Time

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