Summary: The Director of Conference and Event services is responsible for coordinating the department that handles reservations and rentals of University facilities to external and internal clients. This is a full-time position reporting to the associate vice president for advancement and managing director of external relations.  This position is exempt from provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay for hours worked above 40 in a single work week.

Essential Duties and Responsibilities include the following:  
•    Manage Conference and Events coordinators.
•    Conduct on-campus site visits with potential clients, effectively demonstrating the unique advantages to using Queens’ facilities.
•    Oversee events, particularly summer camps and the intern housing programs to ensure clients’ needs are fully met.
•    Prepare, negotiate and execute contracts for rentals.
•    Recruits, trains and supervises student staff.
•    Manage complete billing process including generating accurate, timely invoices and collecting payments.
•    Manage Ad Astra scheduling software and process University space requirements for Main Campus, Sports Complex, and all seven-residence halls, including the off-campus North Residence Hall. Includes accurately capturing and updating all external and internal rental reservations in the University’s central calendar.
•    Collaborates regularly with other University departments including Campus Services, Security, Media Services, Catering, Risk Management, Business and Finance, Admissions, Student Engagement and Athletics.
•    Respond to rental inquiries (brides/grooms, summer camps, summer interns, athletic events, corporate meetings, non-profit meetings, etc.) in a timely, effective and proactive manner to promote and market University facilities.
•    Communicate issues and resolves problems effectively and in a timely, proactive manner.
•    Assist the university in developing a long-range strategic plan for the utilization of future facilities and growing the Facility Rentals department.
•    Significant flexibility for evenings and weekends is required for success in this position
•    Participates in campus wide committees as necessary (commencement committee, emergency operations committee).
•    Responsible for monitoring and managing departmental budget, providing quarterly updates and following the university PO system for purchases.
•    Assist with event support for periodic high profiles External Relations events (ie. Learning Society, Arts at Queens).

Non-Essential Duties
•    Perform other duties as assigned to meet University and Department goals

Experience, Knowledge and Skills Required
•    3+ years’ experience facility rental (or event planning) experience of a size and complexity similar to Queens
•    Excellent interpersonal and customer service skills, including exemplary poise, tact and diplomacy and ability to represent Queens’ facilities in a positive light at all times
•    Excellent sales and marketing skills
•    Computer proficiency, particularly in MS Word, Outlook, PowerPoint, Excel, as well as specialized scheduling software
•    Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
•    Excellent organizational skills with acute attention to detail
•    Ability to work independently and as a member of a team
•    Proven ability to identify and resolve problems in a timely, creative, win-win manner.
•    Strong written and oral communication skills
•    Ability to gather and analyze information and make workable recommendations in a timely manner
•    Exceptional follow-up and follow-through skills as well as ability to plan, organize and control projects through to completion
•    Proven ability to skillfully address and resolve conflicts while maintaining rapport
•    Ability to maintain confidentiality
•    Bachelor’s degree required, or equivalent combination of education and experience
•    Availability to periodically work nights and/or weekends to meet demands of the position

Physical Requirements (with or without reasonable accommodation)
•    Visual Abilities: Read reports, create presentations and use a computer system – 75‐100% of the time
•    Hearing: Hear well enough to communicate with co‐workers, vendors and students – 75‐100% of the time.
•    Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems – 75‐100% of the time.
•    Mobility: Kneel for physical inspection of storage areas; Open files and operate office machines; move between departments and attend meetings across campus – 25-50% of the time.
•    Talking: Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly – 75‐100% of the time.
•    Lifting, Pulling, Pushing: Exert up to 20 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 5 pounds of force constantly to move objects – 25-50% of the time.
•    Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75‐100% of the time.

Work Conditions
•    Work in office environment and at event locations, involving contact with faculty, staff, students, service providers and vendors.
•    Work has deadlines, multiple interruptions, high volume and may be stressful at times.
•    Required to perform work in evenings and/or on weekends to accomplish objectives of the position.

The above description is not intended to be an all-inclusive list of the duties and responsibilities of this positions, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended to describe the general nature of this position. 

The position will be removed from the website once an offer is extended and accepted, or when a sufficient candidate pool is identified. Only candidates who best match requirements of job will be contacted. Due to limited staff resources, phone calls cannot be accepted or returned.

Benefits

Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, defined contribution (matching) and supplemental 403(b) retirement plans, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.

About Queens

Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, including traditional and non-traditional students as well as those pursuing graduate degrees and certifications, Queens’ staff members are integral to the University’s mission of providing students with transformative educational experiences that nurture intellectual curiosity, promote global understanding, encourage ethical living and prepare individuals for purposeful and fulfilling lives. Our staff experience rewarding work in a supportive environment that encourages continuous growth and learning, and robust benefit offerings including generous tuition remission. Additional information about may be found at http://www.queens.edu.

Queens values campus diversity and demonstrates this in campus initiatives; we particularly encourage members of historically under-represented groups to apply.

Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex (including pregnancy, child birth and conditions related to pregnancy or child birth), gender orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other university-administered programs. Any applicant for employment who needs any reasonable accommodation under the Americans with Disabilities Act should contact the Director of Human Resources at 704.337.2222.

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