TITLE Assistant Director of Plaster Student Union-Event and Meeting Services
CLASSIFICATION NUMBER 7608
CLASSIFICATION Professional Nonexempt
IMMEDIATE SUPERVISOR Assistant Dean of Students/Director of Plaster Student Union
MAJOR ADMINISTRATOR Dean of Students
The Assistant Director of Plaster Student Union-Event and Meeting Services manages conference services operations by facilitating conferences and events on campus (including, but not limited to, room reservations, event planning and implementation, coordination of campus services, and evaluation) marketing and soliciting new conferences, and completes special projects as assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelors degree is required; a Masters degree is preferred. The preferred area of study is Student Personnel Administration or Hotel & Conference Administration.
Experience: One year of professional experience in student union operation or event planning is required. Budget management, supervision of student employees, knowledge of marketing and promotions fundamentals, and knowledge of student development philosophy and its application to a student union setting is preferred.
Skills: Strong oral and written communication skills are required. Excellent organizational skills and program planning skills are required. Strong interpersonal skills and ability to relate to people at all levels of the organization are required. The ability to use Microsoft Office applications, such as Word and Excel and the ability to learn reservation system software is required.
Other: The scope of the job requires working some evenings and weekends. The individual must also be able to work on many projects simultaneously.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that a comprehensive conference plan is developed for each client by identifying the key tasks to be accomplished and the corresponding deadlines, conducting site inspections of facilities when required, matching client’s expressed needs with campus facilities and services, meeting with clients, providing information and answering questions, confirming pre-event preparations and arrangements, and finalizing event setup with all affected campus departments.
2. Facilitates the development of an effective and organized conference operation by directing the implementation and utilization of reservations system software, tracking events and associated equipment, completing evaluation and billing processes in a timely manner, and assuring that all conference related records, billing information, and rental income reports are accurate, properly processed, and adequately maintained.
4. Ensures the growth of conference bookings and the full utilization of conference facilities by developing and implementing a marketing program within University guidelines, focusing on scheduling conferences during the summer and when classes are not in session, and reviewing program brochures and conference promotional materials to ensure effectiveness and consistency.
5. Establishes a well-organized and effective conference services operation by following conference policies, updating conference policies when necessary and directed, holding clients accountable to policies, and communicating costs for rental, labor, and equipment to clients.
6. Establishes and maintains good public relations with all University departments and off-campus organizations by informing clients in a timely manner regarding any conflicts with their event so that University policies and physical limitations do not cause unexpected problems.
7. Provides exemplary customer service and generates increased volume and profits to the department by developing and managing the Conference Services budget in accordance with departmental guidelines.
8. Assures campus-wide coordination of required services for conference events by directing and coordinating the details and procedures necessary for Physical Plant, Catering, Safety and Security, Educational Technology Services, and Residence Life, notifying other departments of events affecting them or requiring their services, and scheduling regular planning meetings for affected departments.
9. Ensures continual improvement of services and continues personal contact with organizations utilizing conference services by conducting post-conference evaluations to identify problems or concerns, sending a letter of appreciation to each organization’s leader, preparing a report on each conference, and conducting customer surveys and other assessment or evaluative tools .
10. Ensures that events are properly arranged and supported by communicating event needs with the Assistant Director of Plaster Student Union-Facilities and Operations.
11. Assures coordination in announcing campus events to the campus community by supervising the creation and distribution of campus calendar information, including the Student E-Bulletin and the Reservations Master Calendar, reviewing all calendars for consistency, meeting with appropriate personnel for improved communication among various calendars, and consulting with the University Communications for events that may be of interest in the Springfield community.
12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses required by the Assistant Dean of Students/Director of Plaster Student Union.
13. Contributes to the success of the Plaster Student Union by completing special projects, and performing other duties as assigned.
The Assistant Director of Plaster Student Union-Event and Meeting Services is supervised by the Assistant Dean of Students/Director of Plaster Student Union and supervises Event and Meeting Coordinators and support and student staff.
OFFICE OF HUMAN RESOURCES
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.
Factor 2: Supervisory Responsibility
Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.