Manager of Campus Events and Conferences

Assumption University; Worcester (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Assumption University in Worcester, MA is seeking a Manager of Campus Events and Conferences to plan, coordinate, and execute university events, conferences, meetings, ceremonies, and special programs for internal and external clients.

The role leads event teams, manages budgets and timelines, coordinates facilities, catering, technology, public safety, and vendors, and develops external revenue opportunities while ensuring exceptional client service and adherence to university policies.

Qualifications

• Bachelor's degree in event management, hospitality, business administration or related field is required.
• 3–5 years of progressively responsible experience in event planning, conference services, or related field preferred.
• Experience developing external client relationships and generating conference, facility rental or related revenue preferred.
• Experience coordinating complex events with multiple departments, vendors, and stakeholders.
• Experience supervising student employees, temporary staff, or vendors preferred.
• Proficiency with Microsoft Office; Ad Astra or comparable scheduling systems preferred.

Responsibilities

• Plan, coordinate, and execute meetings, conferences, academic programs, ceremonies, and large-scale events from start to finish.
• Serve as project manager, developing event plans, timelines, budgets, and staffing needs.
• Consult with clients to determine objectives, attendance, space, tech, catering, accessibility, and security requirements.
• Coordinate scheduling and use of university facilities to maximize space utilization.
• Guide internal clients through event planning and approval processes including reservations and services.
• Develop event proposals, cost estimates, and external client documentation.
• Coordinate contracts, insurance, deposits, invoices, and other documentation with university offices.
• Manage external conferences, facility rentals, meetings and special programs to increase revenue.
• Provide leadership to staff and student employees; train on event procedures and policies.

Skills

Organizational skills

Project management

Attention to detail

Communication skills

Independent work

Business development

Education

Bachelor's degree

Tools

Microsoft Office

Ad Astra

Job description

Description

The Manager of Campus Events and Conferences is responsible for the planning, coordination, execution, and business development of University events, conferences, meetings, ceremonies, and special programs for both internal and external clients. The Manager provides comprehensive event management services to academic and administrative departments, student organizations, external organizations, community partners, businesses, associations, and other clients utilizing University facilities.

The position serves as a primary point of contact for campus event planning and conference services and coordinates facilities, technology, catering, public safety, vendors, equipment, staffing, and other logistical requirements necessary for successful events.

The Manager is also responsible for supporting the University's efforts to generate revenue through conferences, facility rentals, summer programs, meetings, special events, and other appropriate uses of University facilities. The position develops relationships with prospective and existing clients, promotes available University facilities and services, and identifies opportunities to increase external utilization of campus resources.

The Manager ensures that internal and external clients receive professional, responsive, and consistent service while ensuring events comply with University policies, procedures, operational requirements, and contractual obligations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Planning and Management

• Plans, coordinates, and executes meetings, conferences, academic programs, ceremonies, special events, and large-scale University events from initial consultation through completion.
• Serves as project manager for assigned events, developing event plans, timelines, room configurations, resource requirements, staffing plans, budgets, and logistical documentation.
• Consults with clients to determine event objectives, anticipated attendance, space requirements, technology needs, catering, accessibility considerations, security requirements, and other operational needs.
• Coordinates scheduling and use of University facilities to maximize effective utilization of campus space while minimizing scheduling and operational conflicts.
• Guides internal clients through the University's event planning and approval processes, including space reservations, facilities requests, catering, technology, public safety, accessibility, and other required services.
• Develops event proposals, cost estimates, service requirements, and other documentation for external clients in accordance with established University pricing and procedures.
• Coordinates contracts, facility-use agreements, certificates of insurance, deposits, invoices, and other required documentation in collaboration with appropriate University offices.
• Coordinates accommodations, catering, technology, security, facilities, parking, transportation, signage, and other services required for external conferences and events.
• Serves as the liaison between external clients and University departments to ensure client requests are accurately communicated and appropriately fulfilled.
• Develops and implements strategies to increase revenue generated through external conferences, facility rentals, meetings, camps, summer programs, special events, and other appropriate uses of University facilities.
• Provides responsive and professional customer service while appropriately managing client expectations.
• Prepares and communicates event cost estimates for internal and external clients in accordance with established University rates, policies, and procedures.
• Maintains appropriate financial records related to external events, including estimates, deposits, invoices, payments, refunds, and event-related expenses.
• Coordinates arrangements for speakers, presenters, performers, and special guests.
• Provides day-to-day leadership and direction to administrative support staff and/or student employees involved in event coordination and execution.
• Trains staff on event procedures, technology systems, customer service expectations, resource utilization, and University policies.
• Coordinates and supervises event staff, student employees, contractors, subcontractors, and vendors as necessary for assigned events.
• Works with external vendors and service providers to ensure contractual, operational, financial, and service requirements are met.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS:

The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.

About Assumption University:

St. John Paul II wrote: “Man’s creation by God ‘in his own image’ confers upon every human person an eminent dignity; it also postulates the fundamental equality of all human beings.” Assumption University recognizes the essential contribution of a diverse community of students, staff, and faculty and condemns all forms of harassment, discrimination, and disrespect.

As such, and in compliance with the requirements of federal law and/or the laws of the Commonwealth of Massachusetts, Assumption University prohibits discrimination on the basis of race, color, national origin, religion, disability, age, veteran status, marital status, gender, gender identity, sexual orientation, and pregnancy, as well as other legally protected status, in admission to, access to, treatment in, or employment in its programs and activities, except where such conditions may constitute bona fide qualifications for the programs or activities in question.

Requirements

• Bachelor's degree required. Bachelor’s degree in event management, hospitality, business administration, marketing, communications, higher education administration, or related field preferred.
• Three to five years of progressively responsible experience in event planning, conference services, hospitality, higher education, facilities coordination, sales, business development, or a related field preferred.
• Experience developing external client relationships and generating conference, hospitality, event, facility rental, or related revenue preferred.
• Experience coordinating complex events involving multiple departments, vendors, service providers, and stakeholders preferred.
• Previous experience supervising student employees, temporary staff, event personnel, or vendors preferred.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to communicate effectively with senior administrators, faculty, staff, students, businesses, external organizations, vendors, speakers, guests, and members of the public.
• Ability to work independently, exercise sound judgment, establish priorities, and make appropriate operational decisions.
• Demonstrated proficiency with Microsoft Office applications and experience with Ad Astra or comparable event scheduling and space-management systems preferred.