JOB
Position Summary: The Director of Conference Services is responsible for managing revenue-generating conference operations and overseeing the planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on the DeLand campus. This role balances front-end client management, involvement in program planning, and overall operational oversight, ensuring high-quality execution through a shared team approach and in collaboration with campus partners.
Essential Job Functions and Responsibilities: Employment duties include, but are not limited to:
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Provide leadership and professional expertise in generating revenue through third-party venue rentals, overnight summer programs, and visiting rowing programs to reach revenue goals.
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Supervise assistant director of conference services.
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Maintain relationships with clients and partners to support repeat business and consistent bookings.
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Serve as primary contact during early stages of client engagement in response to inquiries, development of proposals, and converting opportunities into confirmed programs.
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Coordinate high-level program needs and prepare event plans to communicate with campus departments such as catering, public safety, event support services, IT Support, grounds, maintenance, and custodial etc.
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Prepare contracts, collect required background documentation and insurance information, and process client invoicing.
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Assign confirmed programs to the Assistant Director for ongoing planning and execution.
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Coordinate additional conference service staff support during peak periods
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Ensure alignment between client expectations and campus operational capacity and identify key logistical considerations and risks.
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Maintain high-level oversight across all programs, stepping in as needed for complex problem-solving and escalated client issues
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Negotiate vendor agreements, hotel contracts and oversee invoicing process
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Monitor program performance, revenue, and expenses to ensure financial goals are met across all programs
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Partner with campus departments to align scheduling, logistics, and resource planning
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In collaboration with the Exec Director of University Events and Conference Services, develop the annual Conference Services budget and support marketing and administrative processes.
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Support University Events during designated peak periods or high-impact programs
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Contribute to departmental operations as needed, while maintaining focus on conference services priorities
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Standard business hours with flexibility required for evening and weekend hours during peak event and summer seasons
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Flexible scheduling is available during non-peak periods
Required Knowledge, Skills, and Abilities: The knowledge, skills, and abilities for this role include:
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Experience in hospitality and event management, event venue sales, conference services, or hotel conference management background
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Strong understanding of catering, floor plans, audiovisual setups, and event timelines.
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Strong organizational and operational leadership skills
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Ability to balance high-level oversight with selective involvement in program planning
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Experience supervising staff and managing workflows
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Financial acumen and budget management experience
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Strong communication and client relationship skills
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Support the University’s Mission and Values in their role.
Required Qualifications: This position requires:
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Bachelor's degree in Event Management or related field
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A minimum 4-6 years of experience in conference services, events management or related field
Ideal Candidate Qualifications: The ideal candidate’s qualifications include:
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Experience in hospitality management and event venue sales
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2-3 years of experience with summer camps and/or conferences.
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Experience coordinating and managing special events and/or conferences at an institution of higher learning.
Reports to: This position reports to the Executive Director of University Events & Conference Services.
