Job Description:
JOB TITLE: Associate Director of Conference and Event Management
REPORTS TO: Assistant Vice President of Campus and Auxiliary Services
SUPERVISES: Coordinator of CEM
DIVISION: Campus and Auxiliary Services
DEPARTMENT: Conference and Event Management
JOB SUMMARY:
The Office of Conference & Event Management is responsible for scheduling and managing campus events, conferences, camps and summer programs for the university. They are dedicated to supporting the Fairfield University community by facilitating effective and efficient year-round use of University resources and providing comprehensive event management services.
The Associate Director serves as a critical member of the Conference & Event Management team providing strategic oversight and logistical support to successfully produce events on campus. The Associate Director is responsible for supporting event logistics, coordinating event workflow/guidelines, and managing events. Additionally, the Associate Director is responsible for developing marketing for internal and external constituents. The Associate Director will be responsible for managing summer programs and external events and will assist with the recruitment, training and development of paraprofessional conference and event staff.
Unusual Work Conditions: Occasionally attend evening/weekend events as needed.
EDUCATION:
Bachelor's degree required
LICENSURE/CERTIFICATION:
EXPERIENCE:
Three or more years of experience in the field of conference and event management, higher education administration, or event management is preferred.
KNOWLEDGE AND SKILLS:
Demonstrate experience and interest in execution of events, training & development, program and personnel supervision.
Have strong supervision and leadership skills, including creating strategic plans and the ability to lead others through event/program implementation.
Build and foster strong relationships with multiple constituents, including students, external entities, and campus partners.
Display strong organization skills and the ability to prioritize multiple competing priorities while working with internal and external constituencies to consistently meet deadlines while providing excellent customer service.
Work well with others as well as independently, have excellent verbal and non-verbal communication skills, present self in a professional manner, and handle multiple programs/assignments at any given time.
Experience with and strong working knowledge of 25 Live (event management software) and Wrike (project management software).
WORK CONDITIONS/ENVIRONMENT:
Hybrid position. Might be required to work nights and weekends
ESSENTIAL FUNCTIONS AND JOB SPECIFIC DUTIES:
Oversight, management, and coordination of logistics for summer programs including:
University-sponsored and produced camps, signature events, and programs
External camps, conferences, and programs
Summer housing for Fairfield University students
Summer housing for non-Fairfield students and guests
Responsible for supporting event logistics for all campus events including:
University-sponsored and produced events
Affiliated programs and events
External non-affiliated conferences and events
Responsible for system management back up
25 Live events management system
Catertrax food service management system
Star Rez housing assignment system
Coordinate selection, training, and supervision of student staff:
Develop training and programmatic standards for student staff
Oversee scheduling of student shifts and additional event support as needed
Oversee development of marketing materials for office, including:
Website updates and creating marketing materials to provide to external clients
Develop event planning toolkit as a resource for campus event planners to enhance the overall campus event experience
Collaborate with campus partners on marketing initiatives to grow key revenue-generating programs
Manage, train, and develop professional Conference & Event staff:
Responsible for training, supporting, and managing (2) Program Coordinators as direct reports
Provide guidance and support to ensure Program Coordinators are following event standards
Support professional development and growth of Program Coordinators by setting and reviewing annual goals in alignment with department needs and strategic vision
Participate in the professional development of the department. This involves:
Promoting efficiency and courtesy throughout the University community
Participating in departmental/staff meetings
Serving as a responsible committee representative as requested
Working occasional nights/weekends to support events as needed
Communicating effectively with supervisor concerning pertinent matters
Promote safe and secure working conditions. This involves:
Promoting the proper utilization of equipment, tools, and materials
Notifying supervisor immediately regarding any unsafe working conditions
Category:
SVP Finance & Administration - Admin
Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.
*Disclaimer
The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.
All offers of employment are contingent upon a satisfactory background check.
Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any @type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV . You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying.
Faculty Positions : If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description.
Staff positions : If you need to upload more than 5 documents, please either combine them to upload or email them to hr@fairfield.edu
