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Posted: 16-Mar-23
Location: Oswego, New York
Employment Type:
Organization Type:
Description of Department:
The Department of Campus Events and Conference Services (CECS) at SUNY Oswego supports a vibrant, inclusive, community in which students learn and thrive. Situated within the Division of Student Affairs, CECS assists with the planning and implementation of programs, events, and conferences that both advance the educational aims of SUNY Oswego, but also support the development of students sense of belonging, enhance college-community relationships, and introduce prospective students to the campus environment. The CECS team supports the programs and activities of over 170 Registered Student Organizations (RSOs), facilitates the logistics of a myriad of dynamic and engaging campus events and traditions, and offers students on-campus employment opportunities.
The Department of Campus Events and Conference Services (CECS) at the State University of New York at Oswego invites applications to fill a full-time Director of Campus Events and Conference Services (SL-4Director of Student Union)
Posting Date: March 16, 2023
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Compensation: Minimum salary $80,000 (salary commensurate with experience) plus a full New York State benefits package.
Benefit Information: The State University of New York provides an excellent benefits package. Click here for more information.
Date of Appointment: As soon as possible
CONTEXT OF THE JOB:
Reporting to the Associate Vice President for Student Affairs, the Director for Campus Events and Conference Services is responsible for the leadership and day-to-day management of the department. They oversee the coordination and planning of all annual campus events in which college administrators, faculty, staff, students, alumni, community members, and prospective students are in attendance. By building relationships and partnerships with Athletics, Development and Alumni Engagement, Residence Life and Housing, Student Engagement and Leadership, Student Orientation and Family Engagement, the Office of Community and Business Relations, local leaders, school districts and others, they strive to grow and support a Conference Services program which generates revenue, but more importantly serves to introduce SUNY Oswego to a broader audience, including prospective students.
The Director is responsible for developing department policies and procedures; strategic planning and goal setting; and establishing performance standards, training, and supervising a team of full-time staff members to ensure that each is well prepared to provide excellent customer service to the campus community as well as all external stakeholders. The Director serves on the Student Affairs Leadership Team, assuming key roles in division decision-making.
The Department of Campus Events and Conference Services (CECS) at SUNY Oswego supports a vibrant, inclusive, community in which students learn and thrive. Situated within the Division of Student Affairs, CECS assists with the logistical planning and execution of programs, events, and conferences that both advance the educational aims of SUNY Oswego, but also support the development of students' sense of belonging, enhance college-community relationships, and introduce prospective students to the campus environment. The CECS team supports the programs and activities of over 170 Registered Student Organizations (RSOs), facilitates the logistics of a myriad of dynamic and engaging campus events and traditions, and offers students on-campus employment opportunities.
The unique cross-functional nature of the department includes working in multiple venues to coordinate auxiliary, facilities, and custodial services for RSO, academic, alumni, athletic, community, and external partners. This necessitates that each CECS staff member pursues cross-unit collaborations and partnerships, as well as assumes some cross-functional duties and roles, such as opening/closing the facility based on event coverage, rotating evening-duty, and providing programmatic support for campus, department, and divisional events. Collectively and through collaboration, CECS team members play a critical role in actualizing the Division of Student Affairs and the SUNY Oswego mission and vision.
In an ongoing commitment to staff well-being, the Director of Campus Events and Conference Services has the opportunity to work a partial remote schedule 4 days in office and 1 day remote per week during the academic year, with necessary approval. Flexible remote work time during breaks in the academic schedule are also offered.
MAJOR RESPONSIBILITIES:
- Oversee the day-to-day operations of the department
- Develop, direct, and implement policies, procedures, and systems to ensure the successful, efficient, and safe execution of campus events and conferences.
- Provide leadership and oversee major campus events in support of the President's Office, Development and Alumni Relations, and the Public Ceremonies Committee.
- Coordinate efforts with Auxiliary Services, University Police, and others to ensure excellent event execution management.
- In partnership with the Director of Student Engagement and Leadership (SEL) ensure that all programs planned by Registered Student Organizations (RSOs) are successful, safely planned and executed in accordance with the College's Facilities Use Policy (FUP) including the collection of vendor certificates of insurance (COIs), fire safety protocols, and safe food delivery where applicable.
- Administer an annual budget exceeding $650,000 and develop policies and systems for enforcement and oversight of inventory control consistent with college procurement and accounting procedures.
- Develop and maintain an up-to-date inventory of assets, specifically in the Marano Campus Center (MCC), including furniture, lighting, and audio-visual equipment; and regularly test and evaluate systems to ensure high levels of performance and function for events and conferences.
- Serve as primary contact for MCC utilization, facility renovations, upgrades, purchases, and improvements. Make and pursue recommendations for necessary upgrades and capital improvements.
- Serve as functional system administrator for the Event Management System (EMS), which includes coordinating system updates, training for new users, and maintaining an up-to-date directory of reservable facilities.
- Engage with campus, (Athletics, Residence Life and Housing, Academic Affairs, Office of Community and Business Relations, etc.) and local (City of Oswego, local school districts, regional banks and other businesses, etc.) partners, curate and grow a conference operation that generates revenue, builds relationships, and introduces and serves to recruit prospective students to the SUNY Oswego campus.
- Oversee policies and procedures that ensure conference and youth program compliance with local, state, and federal legislation involving child protection, health and safety regulations, and internal controls around best fiscal practices.
- Coordinate annual updates and release of fees related to facilities use and service, for camps and conferences by external stakeholders and campus partners that cover food costs, housing, facility rentals, technology support, etc.
- Act as the primary point of contact for the execution of contracts with third parties to utilize campus facilities such as residence halls, academic buildings, athletic facilities, etc.
- Supervise Box Office manager. Maintain appropriate staffing to effectively accomplish the goals
- Supervise two (2) Assistant Directors and one (1) administrative assistant. Maintain appropriate staffing to effectively accomplish the goals of the unit; recruit, employ, train, supervise and evaluate full time and student staff members. Develop and provide opportunities for staff to engage in professional development.
- Lead and direct assessment and data collection initiatives pertaining to event and conference facilities and services to inform areas of growth and development.
- Support the work and mission of the Division of Student Affairs thorough committees, task forces and special assignments.
SUNY Oswego works continuously to create an inclusive environment which respects, embraces, and promotes cultural safety, belonging, civil discourse, cultural humility, and other values and goals outlined in SUNY Oswego's Strategic Diversity and Inclusion Plan. As such, the Director of Campus Events and Conference Services (SL-4 Director of Student Union) will be expected to contribute to these efforts and possess communication and interpersonal skills necessary to engage effectively with an increasingly diverse community of students and colleagues.
Requirements:
QUALIFICATIONS:
Required:
- Bachelor's degree at the time of appointment.
- 2-4 years of related experience in event management, sales experience in campus events or conference services, hotel and resort management or related experience.
- Ability to work evenings and weekends during summer conference programs and campus events.
Preferred:
- Master's Degree in higher education, student personnel, organizational management, or related field.
- 5-7 years of experience in overseeing campus events/conference services or related field
- Extensive experience in customer service, conferencing, retail sales, marketing/branding, budget development and event oversight.
- Experience working with Event Management Systems (EMS) or other event management software.
- Effective leadership skills with experience supervising employees, contract negotiation, facility renovations and event management.
- Understanding of the philosophies of student unions/student centers.
- Excellent time management, long range planning, mediation, written and verbal communication skills.
- Ability to work with diverse populations and a variety of cultures.
- Proficient with computer-based communications.
- Knowledge of principles and procedures of organizational structure, workflow, operating procedures, financial/business analyst techniques, student support programs and services.
- Knowledge of event and conference planning procedures.
- Skills to manage crises. Knowledge of crisis intervention techniques, assessments, and referral protocol. Ability to react calmly in emergency situations.
- Knowledge of emergency disaster recovery plans.
- Ability to develop, plan and implement short and long-range goals, supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments while fostering a cooperative environment.
At SUNY Oswego we value the diversity found in each member of our campus community and strive to create a community where that diversity is embraced and enhanced. Recognizing the strength of diversity, our mission is to foster an environment which respects, embraces and promotes cultural competence, civil discourse and active engagement in developing an inclusive and vibrant community of scholars who act as transformational agents of change and responsible citizens of the world. For more information see SUNY Oswego's Strategic Diversity and Inclusion Plan.
As a candidate seeking consideration you are asked to submit a separate statement specifically addressing how your commitment to diversity, equity and inclusion has been evidenced in your career experience and professional activity, and/or community service (volunteer work, etc.), and/or professional development. (Please see Application Instructions)
