Director of Meetings, Events & Conferences

Salary: $100,000.00 - $120,000.00 Annually
Job Type: Full-Time
Job Number: 2015-1604188
Location: CA 94556, CA
Department: Physical Plant
Closing: 8/9/2023 11:59 PM Pacific

Background
Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Responsibilities
Reporting directly to the Vice President of Facilities Services, the Director of Meetings, Events and Conference Services (MECS) is responsible for overseeing the day-to-day operations and year-round logistical coordination of Saint Mary's College of California meetings, events, and conference services, including athletic and academic camps, and external events. This position is responsible for directing internal and external marketing for event facilities and outdoor spaces, scheduling (prioritizing tier scheduling) and logistics for both external and internal events, camps, and conferences, and leading the planning and execution of Saint Mary's College of California's Commencement, Graduation Fair, Baccalaureate Mass and supporting other graduation events and Grad Grounds.

The Director of Meetings, Events and Conference Services develops and implements systems or managing event profitability, maximizing resources and revenue while monitoring
expenses. This position is also responsible for effectively leading the MECS team in supporting internal and external meetings, events, and conferences through exceptional service. The Director of MECS works closely with campus administrators, faculty, staff and students on the scheduling and planning of the various events. The Director of MECS is a key member of the Facilities Services leadership team and as such plays a key role in the communication and coordination of the services provided by the department. S/he is responsible for developing realistic annual operating budgets for the department. Communication, coordination and customer service is essential in this role as this department interfaces closely with the exterior campus community as well with multiple internal groups.

1. SALES, MARKETING & REVENUE GENERATION:

Responsible for developing and implementing a marketing and
sales plan to increase business, revenue and service visibility
internally and externally, including ongoing market research
ensuring the campus' services remain up-to-date and
competitive.

Determines price schedules and discount rates that maximize
revenues, consistent with applicable laws and campus policies.
Determines strategic pricing structures and plans to best recruit
and retain clients while meeting revenue targets. Researches
promotional opportunities to highlight the campus as a potential
venue. Maintains and market campus assets while developing
proposals to increase saleable assets and services to increase
revenue. Prepares detailed sales/event reports, including sales
data worksheets, cost projections, and other financial metrics.

Develops and maintains relationships with a wide array of
external vendors to ensure consistent delivery of needed goods
and services for meetings, events, and conference services

2. BUDGET & CONTRACT MANAGEMENT:
Accountable for monitoring budget reports and other direct costs
against the forecasted revenues and expenses directly related to
those revenues. Reviews vendor contracts to optimize potential
revenue share. Develops marketing content for various target
markets. Prepares marketing materials, conducts site tours,
prepares rental contracts, and books venues for all revenue
generating events and other campus events. Foster town gown
relationships.

Conducts contract negotiations, oversees rental contract
fulfillment, revenue collection and processing, and financial
accounting for all external events. Ensures the contractual terms
including payment terms/dates are followed. Monitors labor
costs and external event expenses to meets budget parameters.
Monitors delivery of all goods and services to ensure contract
terms are satisfied. Collects payment and submits all
documentation and post-event reports to the Business Office in
a timely manner after the conclusion of each event.

3. COORDINATE AND MANAGE COMMENCEMENT EVENTS, GRAD
FAIR AND RECEPTIONS:

Responsible for coordinating the annual Undergraduate and
Graduate Commencements for approximately 5,000 attendees.
Oversees, guides and facilitates Commencement event
committee from October through May. Sets and distributes
agendas, documents collectively agreed-upon decisions, and
ensures accurate execution of decisions.

Develops event maps, logistics, policies, payment collection and
other required paperwork. Coordinates regalia distribution and
Grad Fair in partnership with preferred vendors to meet
graduating student needs. Develops and manages
Commencement timeline.

Coordinates with the President's office and various department
staff to develop and execute the Commencement program,
production schedule and marketing materials, communication
with graduates, vendors, and other stakeholders. Works with
appropriate stakeholder campus departments to. Manages
Commencement website, ensuring that all information is
accessible, accurate, and up-to-date.

4. ADMINISTRATIVE RESPONSIBILITIES:
Oversees hiring, training, supervision, and evaluation of
professional staff and student workers including appraisal of
employee work results to coach and discipline as needed.
Ensures scheduling and performance in adherence with campus
policy and procedure, hearing and resolving employee
grievances, and providing conflict resolution as needed. Ensures
after hours availability for staff support of events and/or for
emergencies.

Develops and implements policies and procedures for campus
event operations and activities. Maintains records and reports
necessary to comply with campus, government, and accrediting
agency standards, regulations, and codes. Conveys, interprets,
and revises established policies and procedures as needed in
partnership with campus departments. Serves as an event
planning resource and participates in campus event committees
as requested, time permitting.

Cultivates professional and technical knowledge by attending
educational workshops, reviewing professional publications,
establishing personal networks, and participating in professional
societies.

5. SUPERVISION OF STUDENT EMPLOYEES:
Works with internal staff to establish necessary student staffing
levels and Soda Center front desk hours. Works with internal
staff and other campus departments to develop appropriate
work assignments and protocols.

Ensures planning, monitoring, and appraisal of employee work
results by training supervisory staff to coach and discipline
employees when needed; scheduling management conferences
with employees; hearing and resolving employee grievances;
and counseling employees and supervisors. Interacts with the
Human Resources department when needed.

6. OTHER DUTIES AS ASSIGNED:
Works directly and effectively with students, staff and faculty in
a diverse environment to ensure the delivery of MECS services
meets the needs of the department and the College.
Provide leadership and motivate goal-oriented outcomes. Create
a collaborative decision-making environment with administration,
customers, and staff personnel.
Effectively communicate both orally and in writing, making
presentations to faculty, staff, and students, professional
constituents and the general public.

Experience and Qualifications
QUALIFICATIONS:
Education:
REQUIRED:
Bachelor's degree or an equivalent combination of education and experience.
A valid California driver's license.
Computer literacy in Window's based software environment.
PREFERRED:
Bachelor's degree
Highly organized and efficient
Ability to work collaboratively, discern between, and respond to competing priorities with diplomacy and
maturity
Creative and Strategic problem solver
Previous experience working in Higher Education
Experience: (years required and applicable field of experience):
4-5 years' experience in:
o Customer Service and/or
o Conference & Event Planning and/or
o Hospitality Industry and/or
o Sales & Marketing and/or
o Project Management
Experience working in a fast-paced environment with large volume of work and time sensitive situations is a plus.

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical)
Demonstrated sensitivity, knowledge, and an understanding of the diverse academic, socioeconomic, gender, cultural, disability, and ethnic backgrounds of the students we serve and sensitivity to and knowledge and understanding of groups historically underrepresented, and groups who may have experienced discrimination.
Must have excellent written, interpersonal, and verbal communication skills.
Ability to negotiate and balance the expectations and priorities of demanding constituencies while keeping the College's priorities in view.
Strong interpersonal and relationship building skills, including the ability to build trust and understanding with clients.
Demonstrated intellectual curiosity, appreciation for the College's academic mission and ethos of practical experiential learning and ability to effectively work within the College's shared governance environment.
Ability to organize, prioritize and multi-task, persuasive leadership skills, personal and professional integrity, poise, maturity, and the ability to make strategic decisions,
Ability to demonstrate quick problem solving skills.
Ability to work in a team and with diverse clientele.
Ability to demonstrate good work ethic and judgement, strong strategic, organizational and project management skills.
Good attention to detail, creativity/innovation, flexibility, self-motivated, accountability, high energy, and positive attitude.
Proficient in MS Office (Word, Excel, and PowerPoint), Photoshop or other design program experience is a plus, and knowledge of social media platforms.

Other Requirements: (e.g. travel, weekend/evening work)
Some evening and weekend shifts are required.
Occasional travel for professional development opportunities.
Demonstrated experience successfully working with a diverse population to establish and maintain effective work relationships with students, faculty and staff.

Supplemental Information
Application Instructions: Please apply online at http://jobs.stmarys-ca.edu

• Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
• A resume
• The name and contact information for three (3) professional references.

In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at https://www.schooljobs.com/careers/stmarys

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