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MidAmerica Nazarene University · 2 weeks ago

Executive Director of Events and Conference Services (ECS)

Kansas - Olathe, KS

Full-time

Onsite

Lead/Staff, Director/Executive

1+ years exp

MidAmerica Nazarene University (MNU) is a private, liberal arts-oriented university seeking an Executive Director of Events and Conference Services (ECS). The role involves providing leadership and resource support for campus-hosted and university-sponsored events, ensuring client satisfaction, and managing various event venues.

Higher Education

Responsibilities

Create and maintain campus-wide master calendar to ensure comprehensive, accurate, and timely communication of campus events and facility usage to university personnel and, as applicable, to the general public

Develop and maintain a comprehensive event management reservation system, integrated throughout multiple campus departments and facilities

Provide logistical support to university sponsored events (e.g., President’s Honors, homecoming, commencement, Foundation Golf Classic, MAX, etc.) as requested by and in consultation with the sponsoring department/office

Ensure that all university and non-university clients receive professional, timely, and efficient client support throughout the duration of their event, from initial recruitment through post-event invoicing and follow up

Compile comprehensive client resumes for internal ECS reference and for distribution to campus service providers, such as facility services, housekeeping, information technology, campus safety, residential life, Pioneer College Caterers, MNU productions, admissions, marketing, and facility managers

Liaison with campus service providers and other entities pertaining to contracted client usage/occupancy: Facility services / Housekeeping / Grounds, Information Technology (IT), Campus Safety, Pioneer College Caterers (PCC), Admissions, Residential Life, MNU Productions, Marketing and Communications, Venue specific facility/office managers – Cook Center, Copeland Athletic Complex, Mabee Library, Cunningham Student Center, College Church of the Nazarene, and other classroom/recreational facilities

Liaison with external vendors/service providers pertaining to ECS usage; develop/maintain any 'preferred vendor' relationships and/or discounted pricing: Bedding/Linen materials, Commercial laundry service, Event rental (tables, chairs, tents, catering supplies, etc.), Production companies / independent contractors (AV-specific), Commercial equipment (generators, lifts, etc.), Vehicle rental (shuttle vans, golf carts, etc.)

Administer summer conference programming in collaboration with ECS Client Services team

Serve as BCEC director, overseeing the BCEC’s dual role as the university’s premier event hosting venue and as the academic home for the DFPA

Represent BCEC throughout university structure, among local/regional arts partners, and to denominational entities

Maintain regular communication with DFPA Chair and BCEC staff to ensure prioritization of department academic and performance utilization and effective support of all DFPA programming

Relying on BCEC staff for day-to-day coordination, provide administration of the BCEC Box Office

Supervise any BCEC specific personnel

Serve as a member of the BCEC Advisory Committee

In collaboration with BCEC staff and BCEC Advisory Committee, create and maintain BCEC policy/procedure manual to provide structure/parameters to usage prioritization, client usage guidelines, and internal operations

Administer any negotiated sponsorship or patronage program

Attend DFPA faculty meetings when requested

Serve as CSC director, in conjunction with The VP of Student Development, overseeing the buildings’ dual role as the home of Residential life and an event hosting venue

Represent CSC throughout university structure, among local/regional organizations, and to denominational entities

Maintain regular communication with Student Development and CSC staff to ensure effective support for residential life in, and around, the building

Rely on CSC staff for day-to-day coordination

Supervise any CSC specific personnel

Develop/maintain ECS, CSC, and BCEC operating budget, including fiscal year revenue/expense projection

Develop/maintain ECS, CSC, and BCEC pricing structures (facility usage, lodging, meal service) and usage guidelines/standards, ensuring that university is positioned competitively within community, metropolitan, and denominational markets

Actively recruit new ECS, CSC, and BCEC clients with an emphasis on growing our clientele portfolio, leveraging available university resources, and maximizing revenue generation

Execute/Authorize usage agreements and contracts with all external clients

Execute/Authorize invoicing and deposit procedures for all external client fees

Authorize all ECS, CSC, and BCEC budget expenditures, including all equipment expenditures

Provide financial reports as requested by VP, University Advancement, CFO, or Finance dept

Develop and present for funding, periodic capital expenditure requests necessary to support ongoing ECS, CSC, and BCEC operations

Ensure that current sales tax is collected for payment when applicable; ensure that proper documentation is received from any client claiming sales tax exemption

Hire, supervise, and monitor performance of all ECS employees

Hire additional professional support personnel as needed (e.g., freelance contractors, etc.)

Hire, supervise, and monitor performance of all student workers throughout the school year

Serve as a member of the university’s Emergency Operation Committee

Maintain ECS emergency preparedness through regular review of emergency procedures, including designated evacuation routes, shelter locations, and response protocols for all client-occupied campus facilities

Ensure that clients are informed of campus-wide and facility specific emergency protocols

Monitor circumstances (weather, local/regional, geopolitical, etc.) that may trigger implementation of emergency response strategies

In collaboration with other campus personnel, provide leadership during emergency scenarios

Ensure that ECS personnel are informed/trained/certified in applicable risk management procedures, such as CPR, AED, and Title IX guidelines

Ensure that current and sufficient insurance documentation is received from all contracted clients

Develop/maintain ECS marketing collateral (electronic/print) including menu of campus services and resources, facility specifications (dimension, configurations, capacities), and campus maps

When appropriate, ensure that all ECS, CSC, and BCEC events (including DFPA programming) are effectively promoted via university and public channels, such as direct marketing, alumni/patron communication, and social media presence

Liaison on behalf of university, ECS, CSC, and BCEC with off-campus entities Olathe Chamber of Commerce, Olathe Convention and Visitors Bureau, Church of the Nazarene denominational organizations, Kansas City Arts Council (BCEC specific), Others as may be identified and/or required

At all times, represent ECS and University in a professional, Christ-like manner

Maintain consistent communication with ECS, CSC, BCEC team, DFPA chair, and University Advancement leadership

Provide supplemental presence at ECS-affiliated events (including BCEC programming) as necessary or when appropriate

Provide supplemental event support as may be requested/needed outside of 'normal' working hours during special University events and/or during peak client occupancy

Maintain a flexible work schedule – heavily evenings and weekends during the academic year, as necessitated by University programming and other usage … and, during summer months, as required by client programming

Perform other duties as assigned

Qualification

Event ManagementFinancial ManagementMicrosoft OfficeCommunication SkillsOrganizational Skills

Required

Bachelor's degree preferred

1-2 years of experience. Experience in higher education is a plus but not required

Microsoft Office: computer and phone skills

Strong communication and organization skills required, including the ability to engage coworkers, clients, and guests (general public) clearly and professionally

Ability to interact and work with others, and under time constraints and deadlines

Ability to occasionally lift/carry/move objects up to 40 lbs., occasionally more