Assistant Director of Conference Services (AS6481)

Assistant Director of Conference Services (AS6481)

Salary

Depends on Qualifications

Location

DeLand, FL

Job Type

Full-Time Staff

Division

Development & Alumni Engagement

Department

Conference Services

Opening Date

08/16/2026

Closing Date

Continuous

FLSA

Exempt

Bargaining Unit

N/A -- Pay Grade: 05

• Description
• Benefits
• Questions

Job Description

Position Summary: The Assistant Director of Conference Services is responsible for the detailed planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on the DeLand campus. Working in partnership with the Director, this role takes ownership of day-to-day planning, logistics, and event execution, ensuring programs are delivered successfully and in alignment with client expectations and institutional standards.

Start Date: October 1, 2026

Essential Job Functions and Responsibilities: Employment duties include, but are not limited to:

• Provide event management and professional support on third-party venue rentals, overnight summer programs, and visiting rowing programs.
• Coordinate program needs and prepare event plans to communicate with campus departments such as catering, public safety, event support services, IT support, grounds, maintenance, and custodial services.
• Lead ongoing client communication including planning meetings and serve as the primary on-site contact.
• Supervise the Graduate Assistant and 20+ student conference assistants, including hiring support, training, scheduling, and day-to-day staff oversight.
• Manage day-to-day operations for summer conferences.
• Secure space reservations for assigned programs and assist in managing the summer campus event calendar
• Lead weekly operations meetings during the summer season to coordinate with campus partners to align scheduling, logistics, and resource planning.
• Troubleshoot issues in real time and adjust plans as needed.
• Ensure consistent, high-quality service across all programs.
• Seek guidance on complex logistics, resource challenges, or client concerns.
• Maintain university housing keys during summer and document registrations and housing assignments in accordance with university policy.
• Support post-event reconciliation and reporting.
• Support University Events during designated peak periods or high-impact programs.
• Contribute to departmental operations as needed, while maintaining focus on conference services priorities.
• Standard business hours with flexibility required for evening and weekend hours during peak event and summer seasons.
• Flexible scheduling is available during non-peak periods.

Required Knowledge, Skills, and Abilities: The knowledge, skills, and abilities for this role include:

• Experience in conference services, event management, hospitality, or hotel conference management.
• Detail-oriented with strong deadline-management skills and the ability to think creatively and work on multiple projects simultaneously.
• Strong communication and client relationship skills.
• Excellent oral, written, and interpersonal communication.
• Support the University's Mission and Values in their role.

Required Qualifications: This position requires:

• Bachelors degree in Event Management or related field.
• A minimum of 2-3 years of experience in events management or related field.
• Current drivers license & insurable driving record from the university's insurance provider.

Ideal Candidate Qualifications: The ideal candidate's qualifications include:

• 2-3 years of experience with summer camps and/or conferences.
• Experience in conference services, event management, hospitality, or hotel conference management.

Work Environment: Routinely work outside the normal scheduled hours of operation for university offices. Requires some work in an office environment and frequent movement between campus buildings.

Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.

This position is benefit eligible. Stetson University offers a variety of benefits for our full-time employees including comprehensive Medical, Dental, and Vision insurance, employer paid life and disability insurance, generous leave and holiday benefits, employer retirement contributions, tuition waivers for employees and eligible dependents, and others. All employees are also eligible to enjoy our Hatter Perks which include a variety of discounts and special privileges within our community.

Please visit our employee benefits webpage for more information.

01

What are your salary expectations?

02

Do you have Banner experience?

• Yes
• No

03

Do you have experience marketing or selling event venue rentals and/or catering?

• Yes
• No

04

Do you have 2-3 years of experience in managing summer camps and/or conferences?

• Yes
• No

05

Have you ever worked at an institution of higher learning?

• Yes
• No

06

Do you have experience working with part-time staff?

• Yes
• No

07

Have you coordinated all logistical elements for an event with 200+ attendees?

• Yes
• No

08

Are you comfortable working irregular hours, including nights and weekends, based on event needs?

• Yes
• No

Required Question

Employer Stetson University

Division Development & Alumni Engagement Address 421 N. Woodland Blvd.

DeLand, Florida, 32723

Phone 386-822-8710

Website https://www.stetson.edu/