Loyola University Maryland
• $98K — $123K *Qualifications
Responsibilities
Benefits
Position Title
Director Event and Conference Services
Employee Type
Office/Department
Work Environment
Remote and hybrid positions are open to applicants based in states identified here: .
Loyola University Maryland Main Campus
Job Type
Benefits at Loyola
Compensation Range
Final compensation offers are determined by a variety of factors, including but not limited to job-related experience, internal equity, and alignment with organizational budget.
$98,640.00 - $123,300.00
Anticipated Start Date
If Temporary or Visiting, Estimated End Date
Position Duties
Essential Functions
Collaborate with campus constituencies to effectively plan events on and off-campus based on resource availability.
Receive, process, execute and manage all information regarding activities outside of the registrar office academic scheduling and athletic practice and gameday events. Provides event planning, management, and production for all major University events. Provides event support and technical production for all of the University’s NCAA Division I athletic events, this includes management of box office operations.
Serve as a liaison between Loyola, other campus departments (Public Safety, Parking & Transportation, Facilities, etc.), as well as outside contractors (Caterers, table and chair rental companies, decorators, sound and light vendors, tent companies, radion rental companies, EMT services, florists, etc.) to ensure the success of each event. Hosts weekly event planning meetings with campus support services (Dining Services, Athletics, Public Safety, Parking & Transportation, and Facilities).
Develop plans and support the summer camp programs into flourishing and profitable programs (Academic, Athletic, Recreational).
Expand the effort around collaboration for weddings, rehearsals and receptions; other family celebrations; and external (including summer) conferences.
Publish and maintain the University’s “Use of Facilities by Outside Groups” Policy to support all of these internal and external efforts. Maintain and regularly update the rental rates for internal and external clients. Establish these rates based on budget and benchmarking data.
Administer contracts, including bidding and negotiation of services to secure the best service at the best price, and ensure appropriate management and use of facilities. Oversee the coordination of facility needs, services, and operational support.Establish and negotiate facility rental rates with internal and external clients to ensure budgetary goals are met. Support Associate Director of External Conference with marketing efforts to increase revenue. Manage and coordinate all conference activities with the client, campus support departments, and outside contractors before, during and after the conference. Enforce contractual agreements, generate invocies, records and deposit all revenues according to University policy.
Work with campus constituents to ensure that facilities, equipment and operations support the mission of the University. Coordinate technology needs for the facilities with technology services.
Provide oversight of the exceution of technical production of events, including concerts, building dedications, banquets, lectures, off-campus events, and other university or departmental events. Provide event support and technical production for all of the University’s NCAA Division I Athletic events, support includes management of box office operations.
Ensure that the scheduling process meets prioritized requirements and optimizes the use and revenue possibilities of each facility.
Develop and manage annual operating and capital budgets to fund staffing, facilities, equipment and operations for Event Services. Provide oversight of both departmental budgets (Event Services and External Conferencing). Establish pricing schedules for equipment and supplies charge backs. Ensure that the charge back system operates efficiently to recover costs for the department.
Maintain stewardship of the University Liquor License; ensure compliance with University, Baltimore City, State and Federal alcohol policies and procedures regarding alcoholic beverage service.
Serve as a resource and participate in storm emergency team decisions. Determines operating policies and procedures and ensures compliance of same; maintains a working knowledge of emergency evacuation procedures for residence halls and academic buildings.
Provide leadership and guidance to all members of the department. Maintain a climate conducive to the professional growth of employees. Ensure that all employees are encouraged and permitted to participate in professional development opportunities. Set goals, monitor progress and evaluate performance in accordance with the University’s Performance Management Program. Provides oversight in the summer staff personnel process; hires, trains, disciplines, and supervises staff to perform hospitality services in support of conference activities including room assignments, room preperation, custodial services, Guests Services desk (full concierge services), check-in and check -out procedures and on call duties.
Manage all requests for office/department moves, including moves related to capital projects. Publish the moving guidelines; provide moving supplies as needed; and work with campus constituents to help plan moves. Coordinate moves with campus constituents and third party contractors.
Responsible for campus wide distribution of relocations schedules and requirements.
Maintain an inventory of surplus furniture for redistribution. Ensure appropriate disposal of furniture deemed not usable by the University. Work with local charities to donate furniture and with the controller’s office as needed to document the disposal of fixed assets.
Physical/Environmental Demands
Work may involve the performance of heavier physical tasks such as walking over rough or uneven surfaces, bending, stooping, working in confined space, and lifting or carrying with assistance moderately heavy (20-50 pounds) items and occasionally very heavy (75 pounds or over) items. The work environment may involve exposure to various elements such as chemicals, dust, fumes, cold, heat, noise, vibrations, or dampness, where work exposes the employee to potentially non-disabling injuries.
Education Required
Bachelor's degree
Required Certifications/Licensures
Maryland Driver's License
Work Experience
8 - 10 years
Describe Required Experience
Minimum of 8 years of event management experience, including 3 years of supervisor experience. Three years of management experience directly related to planning, organizing, and executing events and conferences in a higher education setting and/or for-profit industry. Related event management experience includes event planning, conference management, scheduling, using audio-visual systems, office administration, and managing logistics, budgets, and vendors. Experience with commercial relocation is preferred.
Required Knowledge, Skills and Abilities
Knowledge of, and experience with: office administration, budgeting, financial control, and general business operations; personnel and performance management; continuous quality improvement or process management methods. Knowledge of software relevant to events and conference management, i.e., spreadsheet, scheduling, financial management, and audio-visual systems required. Familiar with all major aspects of university event planning, support and execution. Demonstrated success in maintaining high levels of client satisfaction in the provision of support services. Possess strong human relations/customer service skills and demonstrate the ability to establish and maintain effective working relationships with diverse constituencies. Must be detail oriented to coordinate multiple activities on a daily basis. Skilled in the use of technology and troubleshoot problems. JC-0466
Final compensation offers are determined by a variety of factors, including but not limited to, job-related experience, internal equity, and alignment with organizational budget.
Successfulcandidatesforanystaff,faculty,oradministrativepositionatLoyolaUniversityMarylandwillbesubjecttoapre-employmentbackgroundcheck.Note:Experienceand/oreducationmaybesubstitutedforrequirements.
Employment Eligibility
All candidates must be eligible to work in the United States and complete employment eligibility verification by the first day of employment at Loyola University Maryland, as required by law (e.g., Form I-9). Unless explicitly stated otherwise in the job description or job advertisement, Loyola University Maryland does not sponsor employment visas for this position.
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