Conference Manager

mines; United States; On-site; USD 45,000 - 65,000; Full time

Job summary

Mines is seeking a Summer Conference Manager to oversee on-campus summer conferences, including residential, dining, and meeting activities. You will supervise 10-15 student staff, coordinate housing, meals, and spaces, and handle contracts, budgeting, and client relations with campus partners.

This is a full-time, 12-month professional exempt position based on campus in Golden, Colorado, reporting to the Assistant Director of Conferences within Finance, Administration, and Operations.

Qualifications

• Supervise 10-15 student staff during summer conferences.
• Coordinate reservations, room assignments, check-in/out, guest services, and related activities for summer conferences.
• Develop and manage budgets, contracts, and billing related to conferences.

Responsibilities

• Coordinate planning meetings with clients and campus partners.
• Prepare conference contracts detailing facilities, services, and costs.
• Maintain records and schedules for all conferences and occupancy projections.
• Provide after-hours on-call support during conferences.
• Recruit, train, and supervise student staff for summer conferences.

Skills

Staff supervision

Event coordination

Budget management

Contract negotiation

Job description

Engineering a world of possibilities Join Mines as our Summer Conference Manager!

The Summer Conference Manager coordinates and manages on-campus residential, dining, and meeting activities related to summer conferences. The Summer Conference Manager supervises 10-15 summer conference assistants. The person in this role is responsible for coordinating summer youth and adult conference groups in up to 1200 residence hall beds. The Summer Conference Manager manages the summer conference calendar and sets procedures with key campus partners, including Residence Life, Facilities Management, Mines Dining, and Access Services.

The Summer Conference Manager ensures excellent customer service and outstanding programs for organizers and participants of conferences and meetings, as well as for faculty, staff, students, and campus visitors. This position reports to the Assistant Director of Conferences, within the division of Finance, Administration, and Operations.

This is a full time, 12-month professional exempt position. The work in this position takes place primarily on campus in Golden, Colorado.

Primary Responsibilities

Management of Summer Conference Programs

• Coordinate reservations, room assignments, check-in and check-out, guest services, access cards and room keys, evaluation activities, and money collection processes for all summer conferences.
• Develop detailed plans for the specific needs of each conference, and coordinate housing, meals, athletics and recreational space, classrooms, meeting space, supplies, audio visual, HVAC scheduling and custodial support.
• Schedule and conduct planning meetings with internal and external clients to ensure clear understanding of all arrangements.
• Coordinate requirements of conferences and events with clients, catering, Mines Dining, campus card manager, custodial and facilities management staff.
• Prepare and negotiate detailed conference contracts describing facilities and services, client expectations, and projected costs.
• Communicate and enforce applicable policies, regulations and procedures related to conferences.
• Keep systematic, detailed, and chronological records of all correspondence and planning details for each conference through effective use of technology.
• Manage the summer conference schedule in coordination with preventative maintenance, custodial schedules, renovations, and residence hall turn-over needs of Residence Life, Facilities Management and Design & Construction departments.
• Work with key campus partners to develop and maintain a system for managing occupancy and dining projections.
• Coordinate the opening and closing of buildings for internal and external clients.
• Respond to summer conference needs including technology troubleshooting and event set up.
• Manage assignment of personnel and resources to summer conference operation.
• Monitor meal periods in campus dining venues during summer conferences.
• Monitor, assess, and provide feedback to Mines Dining on menu, customer service, food quality and presentation, and client satisfaction in catering and conference dining.
• Provide after-hours on-call response to urgent matters in summer conference locations while summer conferences are in session.
• Assess conference guest satisfaction through quantitative and qualitative methods.

Financial & Business Administration

• Prepare and negotiate detailed external rental contracts describing facilities and services, client expectations, and projected costs.
• Communicate and enforce applicable policies, regulations and procedures related to summer conferences.
• Maintain and monitor annual budgets and accounting of expenses and revenues, forecast revenue projections, and create reports.
• Assist with responding to billing questions.
• Contribute to the department annual report, including accomplishments, challenges, initiatives and future directions.
• Determine operation policies and procedures for summer conference operations.
• Develop and maintain highly professional standard and procedures of events in keeping with the image and reputation of Mines.

Supervision and Student Staff Development

• Supervise student Main Contacts assigned to summer conferences during conference season.
• Supervise 10-15 student staff during summer conferences.
• Provide supervision and on-call support for student staff over the summer, including evenings, holidays, and weekends as needed.
• Develop, update, and maintain job descriptions, coordinate and determine staffing requirements for all summer conference areas.
• Coordinate on-campus living arrangements with Residence Life for lead and on-call student staff through the summer.
• Lead student development initiatives for the department by assessing skills and training needs of student employees to develop and conduct pre-service and on-going training.
• Recruit, select, train, supervise, and evaluate student employees, including Summer Assistants and Main Contacts.
• Develop, update, and maintain content in student employee manual.

Client Relations

Conduct site tou