Director of Conference & Event Services

Colorado State University - Fort Collins, CO4.2

Full-time$87,000 - $91,000 a year
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EducationSkills
Position Location Fort Collins, CO
Research Professional Position No
Posting Number 201900764AP
Position Type Admin Professional/ Research Professional
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range $87K - $91K
Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 09/09/2019
Description of Work Unit
Conference and Event Services (CES) at Colorado State University manages an average of 150 programs each year ranging in size from 10 to 7,000 participants. Located an hour north of the Denver metro area, Fort Collins is a culturally vibrant and progressive community of 161,000. The city sits on the Front Range of the Rocky Mountain foothills with views of 14,000-foot peaks and offers access to numerous outdoor opportunities.

Position Summary
The Director provides vision, supervision, leadership, and event management for an active year-round operation that directly provides one-stop shop contracting for a myriad of conference and event services including logistical management, facility rental, registration services and financial administration for both on- and off- campus programs. A full line of services and CSU facilities are offered to both internal constituencies and external clients. The development and maintenance of on-going relationships with on and off campus vendors, partners and liaisons is a critical component of this position. The Director will define and guide continued strategic growth of a well-respected collegiate program. The Director oversees a staff of eight full-time professionals and 40+ student staff.

This position models an excitement for the profession, an active commitment to diversity and inclusion, and the talent to incorporate best practices into the organizational culture. To be successful in this position the Director must have a passion for leadership and staff development, strong business instincts in the areas of marketing and sales, excellent skills in interpersonal and written communication, detail oriented organizational skills, and a strong background in budgeting, contracting, administration and supervision. The Director must be willing to work outside of the standard university business hours on a regular basis during the summer conference season. The Director is a spokesperson for the university in their connections with clients, a key administrative leader within Housing & Dining Services and Student Affairs, and maintains important liaison relationships with a broad array of University offices and community resources.

Required Job Qualifications
Bachelor’s degree
Five years of progressively responsible administrative experience in the conference/events business
A minimum of four years of experience in supervision of full-time staff
An expressed and demonstrated commitment to diversity and inclusion
Preferred Job Qualifications
Master’s Degree and/or Bachelor’s degree in hospitality, tourism, business management and/or related field
Previous leadership experience with a comprehensive conference and events program
Experience working on a college campus
A proven track record of successfully coordinating conferences & camps with a broad range of age groups, themes, and attendance.
A demonstrated understanding of the recreation, tourism, hotel and resort management industries
Excellent organizational, administrative, written, and oral communication skills
Experience in budget and contract management
The ability to manage conflicts and crisis situations
A collegial interpersonal style with demonstrated ability to work collaboratively within the department and with numerous University and community stakeholders. In particular, relationships with the City of Fort Collins and other community and regional resources.
Familiarity with conference programming software
Diversity Statement
Personal and professional commitment to diversity and inclusion as demonstrated by involvement in teaching, research, creative activity, service to the profession and/or diversity/inclusion activities.

Essential Duties
Job Duty Category Strategic Planning and Administration
Duty/Responsibility
Responsible for strategic planning, budget development and project management for a unit that services 17,000 visitors to campus per year, with a total of 25,000 participants program wide
Serves as a spokesperson for the university in connection with conference and event relations, a key administrative leader within Housing & Dining Services as well as Student Affairs and maintains important liaison relationships with a broad array of University departments and community constitutes to work toward a common goal
Provides direct supervision over five event professionals
Demonstrates personal and professional commitment to diversity by persistent effort, active planning, and allocation of resources for diverse outcomes
Percentage Of Time 50
Essential Duties
Job Duty Category Contract and Financial Management
Duty/Responsibility
Serves as departmental financial officer including management of a $750,000 operating budget and $3.5 million in individual event budgets
Provides all contract management for the unit including service agreement negotiation and external vendor agreements
Negotiate service contracts between Colorado State University CES and client including determining CES service pricing and accurately quoting other university resources
Develops and evaluates all Conference and Event Services (CES) service rate structures and collaborates with campus partners to broker services and fees to internal and external clients for single and multi-day events
Ensures compliance with CSU policies and procedures while committing University resources both physical and financial
Percentage Of Time 35
Essential Duties
Job Duty Category Event Management
Duty/Responsibility
Manage all aspects of 10 events per year including initial proposal, securing appropriate resources on- and off- campus, contracting, budgeting, coordination, on-site assistance, final invoice preparation and account closing
Respond to prospective inquiries, develop rates packages, initiate reservations, conduct campus tours, and manage several facility calendars
Evaluate requirements for each program and identify, locate and schedule appropriate facilities and other necessary resources, and understand and follow CSU policies and procedures when committing University resources
Recommend and execute procurement of resources required to support event objectives
Identify insurance, safety, policy concerns and connect with appropriate University personnel on issues and exceptions
Percentage Of Time 10
Essential Duties
Job Duty Category Registration Management
Duty/Responsibility
Prepare and maintain a customized event registration management event website as requested by the client
Respond to requests for modifications as well as design and approve registration forms, confirmation processes and related information
Monitor and evaluate event registrations as well as a financial event account including all revenues and expenses for the event and prepare detailed reports for client approval
Review on- and off- campus vendor agreements as requested by the client and set-up method of vendor payments
Manage on-site registration and preparation including material preparation and staffing
Reconcile individual event financial accounts by calculating total revenue and expenditures, initiate distribution of funds to service providers, and generate closing statements resulting in invoices or refunds to clients
Percentage Of Time 5
Application Details
Special Instructions to Applicants
For full consideration, please apply by 9/9/2019, 11:59 pm (MT). Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and contact information for 3 professional references. Applicants needing assistance or accommodations may contact Emily Jansen at emily.jansen@colostate.edu or (970) 491-4703. If you have any questions, please contact Emily Jansen.

References will not be contacted without prior notification of candidates.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Emily Jansen, emily.jansen@colostate.edu
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement
Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.