POSITION SUMMARY The Assistant Director of Events and Conferencing provides leadership and oversight of university events, summer conferencing, and external facility rental operations at Vanguard University. Reporting to the Director of Auxiliary Services and Event Relations, this position is responsible for ensuring the effective planning, coordination, and execution of events and conferencing activities that serve the campus community, external guests, and University partners. The Assistant Director supervises the Conferencing and Events Coordinator and Audio/Visual Engineer, providing direction and oversight while collaborating with campus departments to ensure successful event operations. The position also supports the Director with broader departmental operations, resource management, and special projects to promote operational efficiency, excellent customer service, and responsible stewardship of University resources. POSITION DUTIES - University Events and Conferencing Operations
- Provide overall leadership and operational oversight of university events and conferencingactivities, ensuring effective planning, coordination, and execution.
- Oversee the Conferencing and Events Coordinator in managing event requests, facilityreservations, scheduling, and logistical arrangements for internal and external events.
- Coordinate with University departments, event organizers, and external clients to assess eventneeds and ensure appropriate use of campus facilities and resources.
- Provide oversight of event logistics, including facility setup, equipment needs, audiovisualsupport, staffing, and coordination of campus services.
- Collaborate with Facilities, IT, Campus Safety, Dining Services, and other departments to supportsuccessful event execution.
- Monitor event schedules, identify potential conflicts, and provide guidance in resolvingoperational or logistical challenges.
- Establish and maintain consistent event planning procedures, service expectations, andcommunication practices.
- Provide on-site operational support for major University events and conferences as needed.
- Evaluate event operations and identify opportunities to improve efficiency, customer service, andthe overall event experience.
- Summer Conferencing and External Facility Rentals
- Oversee the University's Summer Conferencing program and external facility rental operations,ensuring effective coordination of housing, meeting spaces, and campus resources.
- Provide direction to the Conferencing and Events Coordinator in managing conference inquiries,reservations, client communication, and day-to-day logistical arrangements.
- Coordinate with Residence Life, Housing Operations, Facilities, and other campus partners tofacilitate transitions between academic-year housing and summer conference operations.
- Oversee the planning and coordination of residence hall preparation, cleaning schedules, facilitysetups, and shared use of classrooms, athletic facilities, dining services, and other campusresources.
- Review and coordinate facility rental agreements, conference arrangements, and servicerequirements in collaboration with the Director and appropriate University departments.
- Ensure conference guests receive accurate information regarding campus policies, facility use,schedules, and available services.
- Oversee conference staffing needs, including coordination and supervision of assigned studentworkers or temporary personnel as appropriate.
- Monitor conference operations, address escalated client concerns, and ensure a positiveexperience for external groups and campus guests.
- Collaborate with the Director to identify opportunities to expand conferencing services, increasefacility utilization, and support revenue generation.
- Supervision and Team Leadership
- Directly supervise the Conferencing and Events Coordinator and Audio/Visual Engineer,providing leadership, training, guidance, and performance evaluations.
- Establish clear expectations, priorities, and workflows to ensure effective coordination of eventscheduling, conferencing, and technical support services.
- Coordinate staff assignments and resources to support University events, external conferences,and departmental operational needs.
- Support recruitment, onboarding, training, and supervision of student workers and temporaryevent personnel as needed.
- Foster a collaborative, service-oriented team culture that prioritizes professionalism,responsiveness, and excellent customer service.
- Identify opportunities for staff development, operational improvements, and increased teameffectiveness.
- Budget Management and Resource Coordination
- Assist the Director in developing, monitoring, and managing budgets related to university events,conferencing, and facility rental operations.
- Track conferencing revenue, operational expenses, and event-related expenditures to supportresponsible financial management.
- Review event and conferencing invoices, rental charges, and related documentation to supportaccurate billing and financial reporting.
- Maintain financial records and prepare reports related to conferencing activity, facility utilization,and departmental expenditures.
- Oversee the appropriate use, maintenance, and inventory of event-related resources, includingtables, chairs, audiovisual equipment, and other event supplies.
- Collaborate with campus departments to coordinate equipment needs, resource allocation, andreplacement or repair requests.
- Departmental Operations and Support
- Assist the Director of Auxiliary Services and Event Relations with departmental initiatives,operational needs, and special projects as assigned.
- Collaborate with the Director and other campus departments to support efficient operations andeffective use of University facilities and resources.
- Assist with furniture coordination, office moves, and other campus operational projects asneeded.
- Support the development and improvement of departmental procedures, workflows, and servicestandards.
- Participate in University committees and cross-departmental initiatives as assigned.
- Maintain confidentiality and exercise sound judgment when handling sensitive Universityinformation.
- Perform other related duties as assigned including mandatory involvment in university annual commencement ceremonies.
SKILLS & QUALIFICATIONS Required - Bachelor's degree in Business Administration, Hospitality Management, Event Management,Higher Education Administration, or a related field, or an equivalent combination of educationand relevant experience.
- Minimum of three years of progressively responsible experience in event management,conferencing, hospitality operations, campus operations, or a related field.
- Demonstrated experience coordinating events, conferences, or operational activities involvingmultiple departments or service providers.
- A minimum of one year of experience providing team leadership, coordinating staff assignments,or supervising employees.
- Strong organizational and project management skills, with the ability to manage multiple events,deadlines, and competing priorities.
- Excellent interpersonal, written, and verbal communication skills, with the ability to workeffectively with students, faculty, staff, external clients, and campus partners.
- Strong problem-solving skills and the ability to respond effectively to changing schedules,operational challenges, and event-related needs.
- Experience tracking expenses, maintaining financial records, or supporting budget management.
- Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, and the ability tolearn event scheduling and management systems.
- Demonstrated commitment to providing excellent customer service and maintaining professionalrelationships.
- Ability to work independently, exercise sound judgment, and collaborate effectively with others.
- Commitment to the mission, values, and Christian identity of Vanguard University.
Preferred - Master's degree in Business Administration, Hospitality Management, Higher EducationAdministration, or a related field.
- Four or more years of experience managing events, conferencing, or facility rentals within ahigher education environment.
- Two or more years of experience directly supervising professional staff and student workers.
- Experience coordinating summer conferencing programs, residence hall transitions, or overnightgroup accommodations.
- Experience managing external client relationships, facility rental agreements, and revenue-generating programs.
- Familiarity with event scheduling platforms (25live), conferencing management systems (StarRez), and financial reporting tools (Power BI, Excel)
- Experience overseeing audiovisual services, event equipment, and facility resource coordination.
- Experience working within a Christian higher education institution.
- Work Environment and Physical Demands
- Primarily campus-based position with regular interaction with students, faculty, staff, vendors,and external guests.
- Ability to work occasional evenings and weekends to support University events, conferences, andoperational needs.
- Ability to lift and carry up to 25 pounds and assist with event setup and preparation as needed.
- Requires regular movement throughout campus facilities, including event spaces, meeting rooms,and residence halls.
- Ability to respond to changing event schedules and operational needs in a dynamic campusenvironment.
SALARY This is an exempt, full-time, benefit-eligible position. Expected Salary Range: $72,000 - $74,500 per year. Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Vanguard University also offers a very competitive and generous benefits package.
|