Director of Conference and Events - Allegheny College : Job Details

ROLE TITLE: Director of Conference and Events

REPORTS TO: Director of Facilities

Summary of Position

The Director of Conference & Event Services is responsible for supervision and management of the department, operation of the College's central scheduling and master calendar system (EMS), execution of the College's summer camps and conferences program, and administration and coordination of all major campus events and scheduling facility usage for college events (except academic classes and athletic events). Oversees, manages, and recruits revenue-generating non-Allegheny events and conferences which are brought to campus and scheduling, coordination and planning of those events. Provides event planning for campus staff events, certain presidential events, and is heavily involved in planning for all major College events. Serves as Major Campus Events (ie: Commencement) facilitator, and participates in other committees as needed

* What you will do in this role:

* Provide administrative leadership and oversight of campus space utilization. Manage space usage and scheduling of spaces on campus. Coordinate with other departments (Academics, Athletics, Student Life, etc) to ensure all space needs are prioritized and met. Orchestrate events, performances, speakers, conferences to include scheduling, calendars, conflicts and priorities campus wide. Establish and enforce policies and procedures to optimize efficiency of space utilization on campus.

* Solicit internal and external conferences and campus events. Create and execute an annual business plan generated by camps, conferences, events and other use of facilities and grounds that increases revenue and aligns with the Strategic Plan. Facilitate Marketing and Communication efforts to maximize attendance and participation in events to include advertising and webpage content management.

* Develop and Orchestrate internal and external campus events and conferences. Manage and execute contracts and ensure all requirements are met (safety, security, insurance, waivers, etc). Invoice and manage billings and payments for events. Plan, coordinate, and facilitate with internal and external stakeholders (Physical Plant, Catering, Vendors, etc.) to ensure events are properly supported. Establish and facilitate committees and communicate timelines, details, logistics, budgets, access, scheduling, staffing and volunteers. Oversee management and distribution and collection of Keys and Cards for access to campus facilities. Create and distribute guidelines, tools, and processes for event management and execution. Provide on-call coverage as needed.

* Provide exceptional Customer Service. Maintain ongoing customer communications. Manage and resolve customer inquiries and complaints. Support, guide and facilitate clients' needs and expectations. Perform work in a dynamic, fast-paced environment and respond quickly to changing priorities. Serve as the liaison between involved parties for event planning and execution; provide communication related to events including registration, timelines, and invitation. Escalate complex questions and complaints as needed.

* Oversee documentation and training of daily tasks to ensure open communication and seamless coverage of operation for employees and student employees. Actively participate in the review, update and preparation of materials for the departmental website to ensure it is accurate and current. Participate on committees as needed or requested. Manage office supplies, equipment, and retention of records. Provide supervision, training and support to employees and student employees.

* Participating in the full planning cycle, including the beginning stage meetings, for all campus events, with various stakeholders and divisions, acting as a the driver of planning and thought. Ensure events are detailed and executed seamlessly by coordination and collaboration for the event. Tier 1 events and other events: holiday party, capital kickoff, president's party, inauguration, matriculation, commencement, admissions events, B&G, etc.

* Position does not have standard office hours, and work is based on the needs of the events on campus.

* YOUR EXPERIENCE

* A minimum of 3 years of relevant experience

* Bachelors degree preferred and will consider years of relative experience in lieu of a Bachelor's degree.

* Act 153 Clearances: Required.

Mandated reporter training; Required (upon hire).

Collegiate Conference & Events Professional (CCEP) Certification: Preferred

* Ability to work independently, to multitask and prioritize work load and task tasks and complete them in a timely manner. Ability to communicate with Dept. offices and schedule work assignments. Ability to troubleshoot issues and identify and implement a solution. Excellent analytical, troubleshooting and problem-solving skills. Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities. Proven record of team orientation with demonstrated ability to work both independently and collaboratively in a complex environment with constantly changing priorities. Ability to communicate effectively: orally, by phone, in person, and in writing. Ability to evaluate office technology and business practices.

* Track record of achieving exceptional results

* Accountable for financial decisions within administrative unit/department. May provide input to the budgeting process

* Detail oriented with ability to multi-task

* Must have exceptional communication and relationship building abilities

* Required knowledge: Google Suite, MS Office Suite, Adobe Creative Cloud, desktop

* YOUR COMPENSATION

New hires are typically brought into the organization at a salary between the range minimum and the salary range midpoint depending on qualifications, internal equity, and the budgeted amount for the role. Compensation is dependent upon qualifications and experience. This is an exempt position. The expected starting point salary range is $64,000 annually.

* THE HIRING PROCESS

Please submit a cover letter, resume, and provide contact information for three references to the Office of Human Resources, Allegheny College, 520 N. Main Street, Meadville, PA 16335 or by e-mail to [email protected]. Review of applications will begin immediately and will continue until the position is filled. An offer of employment is contingent upon the successful completion of a background check.

* ALLEGHENY COLLEGE

Allegheny College, founded in 1815, is one of the nation's oldest and most innovative four-year colleges where multidisciplinary learning breaks the conventional mold. It is one of the few colleges in the United States with a unique requirement to choose both a major and minor for graduation, to provide students with a cross-disciplinary path in the sciences and humanities for educational depth and intellectual growth. Located in Meadville, Pennsylvania, Allegheny College is one of 44 colleges featured in Loren Pope's Colleges That Change Lives. In its 2025 rankings, U.S. News & World Report recognized Allegheny College as one of the country's 100 top national liberal arts colleges - and including in the top 25 Undergraduate Teaching, Undergraduate Research/Creative Projects, First-Year Experience, and Senior Capstone.

Allegheny's undergraduate residential education prepares students for successful, meaningful lives by promoting students' intellectual, moral, and social development and encouraging personal and civic responsibility. Allegheny's faculty and staff combine high academic standards and a commitment to the exchange of knowledge with a supportive approach to learning. Graduates are equipped to think critically and creatively, write clearly, speak persuasively, and meet challenges in a diverse, interconnected world. Allegheny College is deeply committed to creating an inclusive community that actively challenges racism, sexism, heterosexism, religious bigotry, and other forms of bias (see Allegheny College Statement of Community).

Allegheny College is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. The College does not discriminate, and will not tolerate discrimination on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, creed, national/ethnic origin, ancestry, veterans, handicap or disability as those terms are defined under applicable law, or members of other underrepresented groups.

Allegheny College is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Director of Human Resources

Visit the Allegheny College Web Site at www.allegheny.edu

posted 10/28/2024