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Job ID: 115489

Assistant Director, Conference Operations
Villanova University


Date Posted Nov. 8, 2018
Title Assistant Director, Conference Operations
University Villanova University
Department Administration
Application Deadline Open until filled
Position Start Date Available immediately
 
  • Villanova, PA
    United States
 
  • Associate/Assistant Director
  • Communications/Public Relations
    Administrative Support/Services
 
 


Assistant Director, Conference Operations


Posting Number: 20181918S

Position Type: Staff

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Department: 508-Office of Conference Services

Position Summary

The Assistant Director, Conference Operations (ADCO) is responsible for the development and management of campus-based conference services and in designated leadership capacities. The ADCO will assume management of services and operational detail to include: campus residential facilities guest preparation, summer occupancy, and fall returning student preparation oversight (May - August); guest group meeting space reservations as assigned year-round; document and report preparation; departmental accounting and budget formulation, management, and reporting; sharing Conference Services office management; all guest and group master bill invoicing to include charges from all VU-departmental services rendered, and bill collection. The ADCO is responsible for supervision of temporary summer staff; management of departmental payroll accounting; and serving as a contact in client guest relations.
The ADCO will work closely with the Director and the Assistant Director Conference Reservations (ADCR) year-round in preparation for the summer conference season re: guest housing reservations, dining reservations and meeting/event space preparations. As academic year day-meetings require and as planning for and support of summer guest needs will occur throughout the year, the ADCO will also work closely with other University organizational units along with additional off-campus suppliers and contractors to provide high quality conference services and facilities for both internally-sponsored and external guest groups.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

Operations Management
  • Schedule/host/prepare the academic year agenda for each University Summer Facilities Committee meeting of constituent campus departments whose goal is to jointly plan for the summer conference season by producing an annual Summer Housing Schedule to which all parties can refer, keeping in mind the Universitys concurrent summer facilities projects and program priorities.
  • Manage the coordination of work effort done by University units and contractors to prepare housing units for guest occupancy in the ten-week summer season. Coordinate the May turnover of VU campus residences to Conference Services upon students departure and the turnover back to Residence Life upon student early academic year arrival in late July/early August at the end of the summer conference season.
  • Produce and update regularly, the Summer Housing Schedule to include all group check-ins/outs and any scheduled work in each building which would impact occupancy during designated weeks/days.
  • Schedule approximately 50 meetings with summer guest group leaders and VU Camp Coaches each spring semester to plan for their group needs and communicate the logistics in place for each groups meeting, eating, and sleeping accommodations on campus. Schedule post-season review meetings with campus service departments as needed.
  • Contract and coordinate the deep-cleaning of designated apartment and dorm buildings by outside custodial companies. Coordinate and manage the inspections of the work being done. Enlist additional university staff to perform the inspections. Ensure all vendors adhere to the conditions outlined in their contracts according to the specifications detailed in the Universitys RFP document.
  • At the end of the Spring semester coordinate with a contracted moving company the moving of furniture, its replacement, and repair in all residence halls/apts designated for summer usage.
  • Be available to University and Conference Services staff at all times during the peak summer season. Serve in an on-call nightly duty role for six weeks of the summer conference season for emergencies and to support the temporary student summer staff who also do a nightly On Duty/On Call rotation.
  • Serve as one of the liaisons to guest group leaders, troubleshoot problems and arrange for services as needs may arise during a groups stay on campus.
  • Meet with Facilities and work on solutions concerning campus construction/renovations which might impede summer operations.
  • Maintain equipment and supplies inventory counts on-site and the off- campus storage necessary for Conference Services summer operations.
  • From April to September manage the necessary supply of bed linen, towels, etc. provided by the designated laundry/linen rental vendor on a regular delivery of clean and pick-up of soiled linen schedule.
  • Maintain the departments inventory of table cloths and their laundering.
  • Maintain/upkeep of Galberry Hall Building Assistant for Public Safety for Galberry Hall only.
  • Provide and maintain summer staff communication devices (approx. 5) e.g. cell phones and/or radios.
  • As able, and on random occasions, assist with any needed meeting space prep and audio-visual systems orientation for academic year meetings in their assigned campus locations.


Conference Services Staff
  • In accordance with University policy, recruit, interview, select, train, and supervise temporary summer conference staff (13-16) and any academic year part-time student worker office staff.
  • Serve as the liaison with Human Resources to provide all the pertinent new hire information, which includes, and is not limited to, background checks and clearances required for hiring temporary staff at the University.
  • Dictate the summer weekly priority of tasks and monitor the activities of the staff toward their completion. Be visible in the staff work sites and alongside of the staff during the summer conference season.
  • Weekly, schedule summer staff hours according to a shift system and according to each weeks work load.
  • Maintain payroll for all Conference Services summer staff using the University payroll system (e.g. Kronos, Workday, etc.).
  • Manage the leave time and reporting for the three-full-time staff in Conference Services.


Accounting
  • Maintain departmental budget accounting and reporting according to University and Auxiliary Services Division dictates.
  • Manage the master billing of client groups and internal accounting process for the various guest services rendered year-round, expenses incurred and revenue received. Strive to send each groups master invoice within 30 days of the end of each event.
  • Pursue overdue payments.
  • Processing/reporting/accounting of credit card transactions via a secure network.
  • Develop and process accurate accounting reports as requested billing summaries, receivables, reconciliations, bednight and building usage reports, journal entries, income analysis, revenue comparisons, etc.
  • Assist in the departmental annual budget preparation and implementation.


Purchasing
  • Perform assigned purchasing functions to include soliciting bids, writing purchase requisitions, vendor relations, receipt and storage of items, inventory management and invoice payment processing.
  • Manage departmental procurement card purchases and auditing of accounts.
  • Replenish inventories during the off season.
  • Work with outside vendor for summer daily/weekly linen ordering, delivery and pick up, and storage during the academic year.


Vehicles
  • Manage departmental vehicles, driver training, implementation of University driving regulations and the Small Cart Policy.
  • Submission of staff driver documentation for license verification of eligibility to drive university vehicles.
  • Schedule maintenance of owned vehicles and purchase of new vehicles, as needed.
  • Manage the lending out of owned vehicles during the academic year as other departments may request.


Perform other duties as assigned.

Minimum Qualifications

  • High School Diploma or equivalent required.
  • Similar hospitality management experience equivalent to education requirements.


Campus housing operations and reservations, facilities use scheduling, collegiate conference and event management, accounting, budget management/accounting, meeting planning, custodial and/or hospitality services management and staff supervision expertise.
  • Valid PA Driver License required with a good driving record and no traffic violations. Must be able to meet and maintain VU driving privileges as outlined by Villanovas Risk Managements Motor Vehicle Record Policy for Drivers of University Vehicles.
  • Strong interpersonal skills and commitment to customer service.
  • Highly effective data organization and accuracy.
  • Highly effective management skills and ability to work with and motivate college-age personnel.
  • Multi-tasking and organizational skills.
  • Flexibility and the ability to work independently.
  • Ability to work under pressure and in a fast paced environment.
  • Ability to work extended hours as necessary and as many days a week as necessary to deliver guest services during the summer conference season.
  • Effective oral and written communication skills.
  • Initiative and creative problem solving ability.
  • Proficiency with Microsoft Word, Excel and Outlook. Ability to attain a working knowledge of the relevant components of the SCT Banner administrative software used at Villanova, Ability to attain a working knowledge of Conference Programmer housing/dining/reservation software for collegiate conferencing operations (or its equivalent), the ability to learn the Kronos Payroll System and/or Workday, some understanding of audio-visual media technology, and the ability to utilize and process payment transactions in the VU online credit card system.


Preferred Qualifications

  • Associate Degree, Bachelors Degree, Certificate or additional coursework strongly preferred.
  • Three years related experience in collegiate conference services, including facilities operations, housing management, or similar settings in the hospitality/meetings industry. Supervisory experience a must. Candidates with meeting/event planning expertise has been obtained in a higher education setting preferred.


Physical Requirements and/or Unusual Work Hours

  • Ability to lift/push/pull 35-50 lbs; ability to participate in the occasional unloading of off-season deliveries from tractor trailers; ability to roll laundry bins the distance between buildings; ability to climb stairs and carry items in buildings with no elevators; sitting at a desk/computer for extended periods of time


  • Must be able to serve in an on-call capacity during assigned weeks in the summer conference season.


Special Message to Applicants

Applications must include contact information for 3 references who will be contacted via email to submit confidential letters of recommendation when the application is submitted.

Posting Date: 10/30/2018

Closing Date (12am ET):

Open Until Filled:

Salary Posting Information: Commensurate with experience

Salary Band: I

Job Classification: exempt

To apply, visit: https://jobs.villanova.edu/postings/15128

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values. Villanova University is committed to providing leadership in the attainment of equal employment for all individuals. It is the policy and practice of Villanova University to recruit and select applicants on the basis of their qualifications and abilities. This effort is in compliance with all federal and state laws, including Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1975, Executive Order 11246, and the Americans with Disabilities Act.

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