Deputy Director

Princeton University - Princeton, NJ4.4

Full-time
EducationSkillsBenefits
Overview
Conference & Event Services (CES), a department within University Services, serves as a one-stop-shop for conference planning, event coordination, and room scheduling. CES is the liaison to not-for-profit organizations that are interested in renting University facilities. CES oversees Princeton University’s summer program for internal and external customers including conferences, athletics camps, enrichment programs, workshops, meetings, etc.

Princeton University, University Services, and Conference & Event Services support a work environment that values diversity, integrity, service excellence, and collaboration.

Princeton University seeks an experienced and highly motivated individual to serve as the Deputy Director of Conference & Event Services. Reporting to the Director of Conference & Event Services, the Deputy Director will serve as a strategic partner to the Director with all matters related to the portfolio of the department. The Deputy Director will manage two Senior Conference & Event Managers and one Scheduling and Conference Coordinator. The Deputy Director requires a thorough understanding of the size, scope, and complexity of each event inquiry that enters the CES workflow prior in order to appropriately manage staff time and commitment to various projects. During the Academic Year, the Deputy Director will evaluate how the CES team can best serve event planning needs across the University, from upfront consulting to fully staffing events. During the summer, the Deputy Director will develop a properly balanced program of events and conferences to compliment the University’s mission.

Princeton routinely attracts high-profile speakers and programs, with many requiring multi-dimensional event production services. The Deputy Director will connect event sponsors with available resources to support their programming, and help them navigate the logistics involved in preparing for and hosting large-scale events. The Deputy Director will build on approaches that have been used in the past to enable the success of a range of campus events.

Princeton has significantly shifted its Academic Year calendar and is currently breaking ground on an aggressive Campus Plan that will include two new Residential Colleges and an entirely new Lake Campus. These changes will require major adjustments to the current summer portfolio of programming both in near-term and long-term forecasting. The Deputy Director, in conjunction with the Director and other key staff, will be responsible for creating a strategy for retooling the CES book of business to meet these new challenges and opportunities.

A full job description will be furnished prior to interview.

Responsibilities

Conference/Events Administration:
Provides consultative assistance to faculty, staff, and students on planning, development, and implementation of on-campus conferences and events.
Assures the delivery of a high-end, customer focused event planning service to a discerning group of clients.
Manages the individual budgets (up to $500K) and event strategies for groups meeting on campus. Duties are varied and complex in scope.
Provides coordination and support for members of the University Community who wish to invite high-level/profile individuals to Princeton (e.g., heads of state, dignitaries).
Advises on matters of protocol and serves as a resource for information about Princeton history, tradition, and ceremony.
Convenes and presides over planning meetings related to event logistics with internal and external service providers and stakeholders.
Oversees the development of schedules and coordination of the administrative requirements for a summer conference program that brings over 30,000 guests to campus and generates $8M in revenue.
Delegates events to each of the Senior Conference & Event Managers, Scheduling and Conference Coordinator, as well as other permanent and summer staff.
Develops, monitors, and evaluates the work performance of two Senior Conference & Event Managers and one Scheduling and Conference Coordinator, including review of specific projects, annual performance appraisals, professional development opportunities, and merit increase recommendations.
Disseminates large volumes of information and handles multiple tasks going on simultaneously in multiple locations.
Represents the department on weather and other emergencies conference calls in an effort to understand who and where University guests are located at any point in time.
Acts as liaison with the Facilities Department with respect to maintenance projects that may impact University hosted/sponsored events to maximize use of University facilities for institutional outreach without adversely effecting other University priorities.

Project & Policy Management:
Serves as the principal point of contact regarding use of University facilities by external 501c3 not-for-profit organizations.
Communicates safety, insurance, and tax liability policies required by the NJ state code or University policy.
Participates in Conference & Event Services departmental goal setting and determines methods to achieve desired outcomes within relevant policies and guidelines.
Serves as the primary administrator for the review of inappropriate conduct via the Summer Management Infraction Group (SMIG).
Serves as a strategic partner/planner related to reorganizing summer programs in support of the University new Academic Year calendar beginning in 2020.
Serves as a strategic partner/planner as it relates to the summer of programming of 2 new residential colleges and the Lake Campus.
Develops and maintains a clear understanding of best practices of similar universities regarding policies, procedures, and customer service practices.
Creates and facilitates the signing of a contract that responds to the needs for each approved group on behalf of the University.

Outreach and Communication:
Strategically partners with the Director to lead outreach events including Event Planning 101, Campus Events Group, Summer Awareness, and other outreach efforts geared toward the University events community and Conference & Event Services staff.
Provides an executive presence and an ability to work with all levels of support staff and clients.
Responsible for managing multi-departmental personnel to achieve program goals, including individuals who are not direct reports to this position.
Works with University staff to understand that 8am and 5pm are antiquated mileposts of when work should begin and end.
Identifies and initiates action for conferences and programs as the need arises.
Communicates and resolves problems in a timely manner.

Fiduciary:
In collaboration with the Director, provides accounting assistance and financial review and forecasting to an operating budget of $8M.
Ensures costs are identified and monitored while planning an event.
Responsible for monitoring sound fiscal policy and University accounting regulations for two Senior Conference & Event Managers and one Scheduling & Conference Coordinator.
Works in conjunction with the Director and Business Manager to annually formulate appropriate fees for housing and dining rates for summer clients.
Assists clients in establishing accurate budgets to cover all conference and event activities.
Prepares revenue estimates for Director to assist in office budgeting.
Reviews and approves all financial expenditures generated by the two (2) Senior Conference & Event Managers.
Qualifications

Essential Qualifications:
Bachelor’s degree.
5-7 years of work experience in conference and/or event management.
Demonstrated ability to work collaboratively in a diverse environment.
Ability to work in a fast-paced, team-centered environment with frequent interruptions and competing demands.
Strong internal customer service focus with ability to influence and build consensus and collaboration among varied constituencies.
Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.
Ability to work effectively across departmental lines to assure a standard of excellence in all conferences and events.
Must be able to independently troubleshoot and make decisions based on the needs of the event/conference while ensuring compliance with University policies and striving to provide service excellence to the client.
Excellent written and oral communication skills; diplomacy and discretion are essential.
Proficient in Microsoft Office (Word, Excel, Access, PowerPoint); must have the ability to learn new computer programs and applications quickly.
Demonstrated ability in the use of technology and systems.
Must be able to work a flexible schedule, which will include evenings and weekends.
Due to operational needs, vacation time opportunities are limited in June, July and the first half of August.
Able to handle sensitive and confidential information.
Valid Driver’s License.

Preferred Qualifications:
Demonstrated financial acumen.
EMS – Event Management System experience.
Demonstrated ability to learn and use new systems (RegFox, Conference Programmer Kinetics, etc.)
Work experience in a university setting.
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Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade
ADM, 070
Standard Weekly Hours
36.25
Eligible for Overtime
No
Benefits Eligible
Yes
Essential Services Personnel (see policy for detail)
No
Physical Capacity Exam Required
No
Valid Driver’s License Required
Yes