Job details

Scheduling & Conference Services Manager

Apply here:

https://belmont.csod.com/ats/careersite/jobdetails.aspx?site=10&c=belmont&id=2673

The Scheduling & Conference Services Manager is responsible for the coordination, strategic leadership, and operational oversight of campus scheduling, event management, event finance, and personnel as it pertains to conferences, camps, and multi-day bookings. Housed within the Office of Event Services, a department of the Office of Strategic Venues and Event Services (OSVES) at Belmont University, this position will support both internal and external clients by providing EMS calendar and venue booking, advancing events, managing client payments, and identifying, prioritizing, and supporting client needs.

Working from the vision and priorities set forth by the University’s aspirational aim, the position will work closely with the Senior Director of Event Services, Associate Director of Event Services, and OSVES Leadership Team to achieve divisional goals, some of which support revenue driven initiatives. As a key member of the OSVES team, leader amongst Office of University Scheduling staff, and under the leadership of the Senior Director of Event Services, this position will work collaboratively with Curb Event Center, Fisher Center for the Performing Arts, and broadly across campus to help make our biggest dreams a reality.

A newly developed position within OSVES, the Scheduling & Conference Services Manager will be a key partner in hiring and building a team that conveys Belmont’s campus and strategic venues as a place of hope-inspiring community engagement; this includes supporting a robust and diverse annual schedule of programming, especially in the summer months, by campus and external partners, many of which cultivate a sense of imagination, inspiration, and belonging. This role manages the Office of University Scheduling team and reports to the Senior Director of Event Services.

Essential Functions:

Manage the scheduling of campus events, especially as it pertains to conferences/camps/multi-day bookings, by using the EMS software to vet and confirm space requests. Duty requires analysis of complex events and judgment to determine how the request is advanced.
Manage scheduling team personnel
Provide exceptional customer service to internal and external clients which will include initial contact, follow up, fact-finding, follow through, and closure.
Serve as the turnkey liaison for summer conference scheduling for internal and external constituents. Duties require a thorough understanding of University policies, procedures, and climate.
Lead by example in performing scheduling coordinator duties for other groups as assigned.
Lead by example in performing event manager duties for other groups as assigned.
Support the fiscal health of the division by managing client accounts including ensuring timely payables, receivables, settlements, bookkeeping, and the like; develop strong, collaborative working relationships with the Business Operations & Finance team.
Manage and maintain client accounts and event-specific databases.Develop, maintain, and produce activity reports as requested.
Provide EMS Software training and education to campus constituents as needed.
Understand and provide input on university scheduling, event policies, and financial protocols. Suggest revisions and updates as needed.
Provide enhancement recommendations for the software programs used to manage events and conferences including, but not limited to EMS, Quickbooks, and Jaggaer.
Hire, train and supervise graduate assistants, student workers, and interns. Develop schedules, manage payroll and complete all other human resource functions for Conference Services employees.
Serve as an integral member of the Event Services team and Office of Strategic Venues & Event Services Leadership Team.

Qualifications (Knowledge, Skills and Abilities):

Excellent interpersonal and customer service skills with ability to manage the client experience from start to finish.
Demonstrated ability to manage multiple projects and systems.
Experience leading people and/or teams through change.
An optimistic, can-do attitude and a solution-driven mindset.
Ability to thrive within both team and autonomous settings.
Availability to work occasional nights or weekends.
Four or more years of progressive leadership experience in event management with two or more years of financial experience involving payables and receivables.
Strong organizational, time management, attention to detail, and problem-solving skills.
Ability to interpret policies, procedures, and client needs to proactively resolve issues well.
Knowledge and experience with Ellucian Banner, Jaggaer, QuickBooks, EMS, and Shiftboard.
Strong working knowledge of Microsoft Office especially Word, Excel, and Outlook.
Experience working in a fast-paced environment with the ability to respond to high pressure situations and thrive in an environment of hard work.
Ability to work effectively with a wide range of constituencies in a diverse community.

Job Type: Full-time

Benefits: