Job description

Serves as a campus leader and the primary contact for all on campus events, including
institutional events, conference rentals, summer camps, and more. Engages with students, faculty, staff, and local/national organizations for the coordination of campus events.Director of Special Events and Conferences

Pay Status and Classification: Exempt, regular full-time

Supervisor: Director of Facilities and Campus Development

Position Purpose: Serves as a campus leader and the primary contact for all on campus events, including institutional events, conference rentals, summer camps, and more. Engages with students, faculty, staff, and local/national organizations for the coordination of campus events.

Essential Responsibilities and Duties:

• Campus Event Management: Collaborate with campus leadership and constituencies to ensure that campus events are planned and executed to the highest standards and expectations. Manage all aspects of logistics and planning including food services, space needs, staffing, audio-visual equipment, furniture and all other event management duties to support the needs of clients across campus. Actively participate in the planning committees for all major events on campus supporting academics, students, and staff activities. Occasional evening and weekend hours required.
• Conferencing, Programming and Camp Management: The successful candidate will develop a long-term business strategy fostering a portfolio of client groups that promotes College initiatives. Programs will occur both during summer and academic year sessions, where practical and consistent with other College activities and needs. Oversees customer relations and nurtures strong relationships with clients while continually seeking revenue opportunities that align with College priorities. Responsible for client acquisition and retention, contract management, support service planning and execution such as food service, marketing, A/V, security, health and safety and all other logistics planning.
• Leadership: Manages staff, inclusive of temporary staff and work study students: including but not limited to paid time off approval, recognition of exceptional work performed, disciplinary action, and position review/upgrade recommendations. Establishes goals and objectives for departments (Special Events, Central Scheduling, and Support Services) and staff. Determines needs, work assignments and work schedules. Assists campus in logistical support for moving furniture for both campus and student life needs. Interprets policies and procedures to assigned staff. Frequent interaction with Facilities Services to provide support services.
• Budget Management: Develops/improves operational procedures, budget administration, office administration. Works with Finance to set milestones for department budget and expenditure forecast reporting on a weekly/monthly basis; review revenue milestones and makes adjustments as needed. Oversees department functions such as projections, planning for adjustments, and analyzing and reporting on the status of the budget including YTD, budget to actual and forecasting reports.
• Analytics: Serves as the Functional System Administrator for 25Live enterprise application requiring frequent collaboration with campus constituents for events, ITS technical administrator and developer to resolve user issues, interface with other College enterprise systems. Exports data from enterprise systems to spreadsheets using advanced functions such as pivot tables to extrapolate facts/numbers for utilization reporting, forecasting, and budget management.

Qualifications:

• Bachelor’s degree, and 7-10 years of directly related experience, and/or a combination of relevant education, training, certifications, and/or work experience.
• Demonstrated capability to oversee the daily operations of a multi-faceted department.
• Experience building strong business relationships with key stakeholders and decision makers.
• Exceptional communication and interpersonal skills, including the ability to be impartial and establish rapport with a diverse range of external and internal campus community members.
• Ability to pay attention to details, manage multiple projects, and meet deadlines.
• Able to exercise exceptional judgment, ensure confidentiality, and demonstrate outstanding professionalism in a range of situations.
• Proficient in MS Office Suite, enterprise systems, Google platforms (Drive, Docs, Sheets, etc), work order software, Adobe Acrobat, etc.
• Able to support, contribute to, and strengthen a vibrant, culturally diverse, and inclusive learning community of students, alumni, faculty, and fellow staff colleagues.

Compensation:

The annual salary range for this position is $85,000 – $95,000. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will beset based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

Location: Schenectady, NY

We know some job seekers may not apply for career opportunities unless they meet every

qualification in the position description including the preferred qualifications. We are

most interested in hiring the best staff and faculty colleagues, and recognize that a

successful candidate may come from a less traditional career path. We encourage you to

apply, even if you don’t believe you meet every one of our preferred qualifications.

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays
• Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
• Employee Scholarships toward Certifications, Seminars, Training and Professional Development
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Assistance Program for Employee, Spouse and/or Dependents

Background Checks: In accordance with our background check policy, finalists for hire

will undergo a background check that includes education, employment, and criminal

convictions.

E-Verify Participation: Union College participates in E-Verify and will provide the

federal government with your Form I-9 information to confirm that you are authorized to

work in the United States. Learn more about E-Verify and your Right to Work (Derecho

a Trabajar).

Location: Schenectady, NY

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays
• Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
• Employee Scholarships toward Certifications, Seminars, Training and Professional Development
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Assistance Program for Employee, Spouse and/or Dependents

Background Checks: In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).

How to apply

Apply now

Diversity at Union College

Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.