University of Richmond

Director, Events and Support Services - 500198

SUMMARY:

The Director of University Events and Support Services provides senior leadership and oversees the planning, execution, and management of events and support services for the university community, sports camps, conferences, external customers, special groups, housing rentals, and housing for external guests. Responsible for over 3,800 on-campus reservations and events annually, totaling over $1 million in contract revenues for housing, catering, summer camps, and conferences.

RESPONSIBILITIES:

Leadership

Provides senior leadership and management of event and support services to the University community.

• Creates an environment led with empathy, cultivates positive connections and well-being for the team with an appreciation for the rich diversity within the university.
• Collaborates with team members, engagingly with open communication to empower and develop a successful team.
• Ensures proper recognition of and celebrates staff contributions and achievements.
• Develops staff training and best practices to ensure consistency in department operations and customer service.
• Maximize the Event Management System's utilization and efficiency through establishing streamlined procedures and best practices.
• Craft departmental policies and procedures that are by university compliance regulations.
• Represents and promotes the interest of the university and the department with a strategic perspective.
• Ensures compliance with University and departmental policies. Provides oversight for Summer Camps, Sports Camps, and Clinics.

Operational Management 

Oversees the conceptualization and implementation of internal and external events, camps, and conferences. to support the academic and operational needs of the university.

• Event planning acumen in cross-departmental planning, understanding the role of all departments that serve the University.
• Clearly and effectively communicates with host departments with a detail-oriented and solution-driven approach.
• Coordinates logistics and plans and manages event timeline, ensuring all elements are executed as planned.
• Drive strategic decision-making aligned with the University's mission, vision, and values as guiding principles.
• Provides management of Jepson Alumni Center, the Bottomley House, and the Thalhimer Guest Cottage. Manages university rental homes and oversees contracts/leases with faculty/staff.
• Participating in relevant associations to stay up-to-date on industry trends and new technologies.
• Coordinates and leads special projects for the department, as assigned.
• Serves as a member of the Emergency and Risk Management team. Ensures systems are in place
• to follow safety guidelines. Monitors the physical safety of assigned building areas.

Financial Management 

Manages the financial operations of Events and Support Services, including developing and monitoring departmental budgets. Manages the financial operations of Camps, Conferences, and External Events, including developing and monitoring departmental budgets, managing revenues and expenditures to meet established goals, and overseeing accounting responsibilities.

• Ensures compliance with established financial and procurement processes.
• Prepares, executes, and monitors budgets and financial data to control costs and ensure financial goals are achieved and operations meet budgetary parameters.
• Analyzes benchmarking data and ensures standards are at satisfactory levels or above.
• Maintains responsibility for all financial assets of the department, including all physical inventory.
• Manages applicable contracts to ensure that agreements benefit the university, mitigate risks, and contribute to the events department's smooth operations.

Customer Service

Establishes and maintains high-quality standards for event planning and support service logistics. Adapting to changing needs and institutional priorities.

• Promotes a positive relationship with all internal and external customers.
• Using the event management system, develop a method to keep stakeholders and team members
• informed and updated.
• Communicating, in various ways, with all staff, faculty, and students to clearly outline event
• impacts on campus and provide alternative solutions.
• Develop evaluation tools to gather post-event feedback.
• Analyzes performance results to improve programs and services continually.

QUALIFICATIONS:

• Effective communication, interpersonal, and conflict resolution skills.
• Effective management of diverse human resource needs. Training and delegation skills.
• Ability to apply critical thinking and drive strategic decision-making.
• Exercise flexibility and work calmly and efficiently under pressure.
• Understanding of higher education infrastructure, missions, and operations with the ability to communicate and establish relationships across a spectrum of faculty, staff, and students.
• Demonstrates high ethical standards, tact, and diplomacy to work within the university’s hierarchy; maintains confidentiality. Capacity to recognize public relations matters about the standards of the president and the trustees’ philosophy.
• Excellent fiscal management skills.
• In-depth knowledge of all aspects of event and conference planning, execution, and management. Thorough understanding of best practices in event management.
• Contract writing, negotiation, and enforcement skills.
• Ability to learn and use current technologies. Knowledgeable in the use of business and conference-related computer software.
• Required: Must have a valid Driver's License and be able to produce a driving record with a minimum of 3 years of driving history in good standing

EDUCATION & EXPERIENCE:

• Bachelor’s degree in hotel, hospitality, or event management, or a related field, or a combination of equivalent experience and training.
• Five or more years in a higher education setting preferred.
• Minimum of 7 years of experience in conferences and event planning.
• Minimum of 3 years of supervisory experience.
• Event Management System software experience, preferred

WORK HOURS:

• Full-time, exempt position
• Monday – Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week; provides support to operations, including weekends and evenings, as needed
• This position is designated as essential personnel and may be subject to work outside the normal work schedule on an emergency or as needed basis

SALARY STRUCTURE:

Pay Grade 9 (Hiring Range $73,008.00 to $100,402.00 annually)

ABOUT UR:

At the University of Richmond, we’re creative, inclusive, and determined. We’re Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There’s only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE