"Assistant Director, Conference Services AS6481"

Assistant Director, Conference Services AS6481

Company: Stetson University

Job Location: DeLand

Category: Conference and Events Administration

Type: Full-Time

Tracking Code
1511-280

Job Description

The Assistant Director of Conference Services supports Stetson University by managing the execution of third-party rental and conference programming on the DeLand campus. The Assistant Director provides leadership and professional expertise in consultation, program/event management, and logistical support with an emphasis on high standards for customer relations, attention to detail, protocol, and etiquette.

The hire date for this position will be no sooner than 1/1/2026.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Employment duties include, but are not limited to the following:

• Coordinate and manage the execution of logistical and support needs for summer camps & conferences, external events, and Stetson Rowing Services program through housing, campus dining, catering, and event rentals needs
• Develop contracts and manage required documentation for internal and external constituents
• Develop and manage the summer campus event reservation calendar
• Create and maintain an event-planning checklist which includes timelines, budgeting, catering, parking, security support, communications, and marketing
• Lead weekly operations meetings during the summer season to ensure campus partner support needs are communicated clearly and timely
• Manage student workforce of over twenty students annually and ensure development support
• Conduct training for summer interns, camp assistants, and graduate assistants
• Create and manage daily schedules in support of Conference Services events
• Maintain and ensure budget revenue and expenditure goals are established and achieved
• Prepare invoices and collect payments
• Assist with preparing budgets with personnel and equipment recommendations
• Process and report monetary transactions and billing associated with assigned programs and events
• Provide exemplary customer service to all internal and external clients
• Communicate with Associate Director on the progress of strategies and ensure tactics are clear to all team members and campus partners
• Maintain university keys during Summer for University Housing and document registrations and housing assignments in accordance with university policy
• Perform other site- and position-specific functions as assigned

Required Skills

• Significant administrative and leadership experience in conference management, marketing, and business development
• Detail- and deadline-oriented with the ability to think creatively and work on multiple projects simultaneously
• Understanding of sound institutional financial practices and demonstrated responsibility for the fiscal and operational success of such programs
• Excellent oral, written, and interpersonal communication
• Support the University's Mission and Values in their role

Required Experience

• Bachelor's degree in Event Management or related field
• A minimum of 2-3 years of experience in events management or related field

Ideal Candidate Qualifications: The ideal candidate's qualifications include:

• 2-3 years of experience with summer camps and/or conferences
• Certified Meeting Professional (CMP) and/or Certified Special Events Professional (CSEP)
• Experience promoting and managing conferences and/or special events at an institution of higher learning

Work Environment: Routinely work outside the normal scheduled hours of operation for university offices. Requires some work in an office environment and frequent movement between campus buildings.

Salary Grade: 5

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