JOB DESCRIPTION
POSITION TITLE: Associate Director of Conferences, Camps, and Events
DEPARTMENT: Conferences, Camps, and Events
REPORTS TO: Director of Conferences, Camps, and Events
PRIMARY FUNCTION: This position manages daily operations of St. Olaf-sponsored and third party camps, conferences, and events for the purpose of promoting the college and its mission and producing positive net return.
AREAS OF RESPONSIBILITY:
1. Daily Conferences, Camps, and Events operational responsibilities
a. Coordinate and execute the terms of contracts and agreements, arranging for the facilities and services required, such as room rental and setup, catering and food service, housing, supplies, media, staffing, registration. Prepare all logistical aspects for participants, to include confirmation materials, food and lodging, transportation, supplies, medical information/needs, handouts, etc. Manage documentation, approval and awarding of adult Continuing Education Units and camper stipends/scholarships.
b. Coordination and supervision of St. Olaf’s wedding services (10-15 per year) including working with clients on chapel and reception needs, rates, payments, work requests, media, food, set up and staffing.
c. Coordinate service departments (Public Safety, Facilities, Bon Appetit, IIT, etc) in logistics to assure quality camps.
d. Handle and communicate information about third party insurance as needed.
e. Assist other St. Olaf departments on logistical planning and provide administrative support for large and small conferences/workshops/meetings. Manage registrations database, housing, meals and transportation for guests and speakers. Consult and assist with department on confirmation materials, tech needs, food and lodging and room reservations.
f. With the objective of a “one-stop shop” for all clients. Work closely with the Director, the Buntrock Commons Director, St. Olaf Room Scheduler, and Set up Coordinator on cooperative marketing, scheduling, fees and policies, and servicing the St. Olaf community and guest customers.
g. Train directors, coaches and counseling staff on safety procedures and practices including: health concerns, fire safety, severe weather safety, lock down, bomb threats, behavior issues, child protection/abuse issue, etc. Work with Human Resources in regards to ensuring proper background checks are performed.
h. Hire, train and supervise conference staff; training subjects include emergency situations, customer service, event logistics, scheduling, deposits and charges, databases, registration.
2. Office responsibilities
a. Assist in the development and distribution of brochures by way of mail list and national events; design and daily maintenance of website and social media. And development and placement of print and online advertisements
b. Develop, create and maintain files and databases for participant information, camp and conference financial information, online registrations, and mailing lists.
c. Manage on campus housing, linens and keys during the summer. Coordinate housing of summer groups within residence halls, linen deliveries and pick-ups, linen storage. Coordinate, purchase, and manage inventory of camp and conference supplies (linens, keys, and camper materials).
d. Reserve all meeting spaces in R25
3. Other duties as assigned
a. This job description is not intended to be all inclusive. Employee may perform other related duties to meet the ongoing needs of the department.
SUPERVISORY RESPONSIBILITIES:
a. Supervise full-time summer conference staff (generally 10-17 students and alums) and part-time academic year student staff (generally two – three students).
b. Supervise approximately 160 part time employees staffing the St. Olaf Summer Camps.
CONTACTS:
a. Daily with director, administrative assistant, student staff and Buntrock Commons staff
b. Daily with internal clients (faculty, staff, students) and external clients
c. Daily with program leaders and participants (students, parents and adult attendees)
d. Daily with on-campus service providers, e.g. Public Safety, Facilities, Bon Appétit
e. Weekly with the Marketing/Communications, IIT, Business Office, Human Resources, Director of Auxiliary Services and various department seeking help
EDUCATION: Essential: Bachelor’s degree or 3-5 years of directly related
experience
Desirable: 3-5 years directly related experience
KNOWLEDGE, SKILLS, ABILITIES:
a. Excellent communication skills, written and verbal
b. Ability to coordinate, administer and execute several programs, in different stages of development, simultaneously
c. Ability to solve problems quickly and effectively
d. Excellent organizational skills and attention to logistical details
e. Ability to establish and maintain positive relations with all department clients, vendors and service providers
f. Ability to build professional relationships and work collaboratively with people of varied cultural, regional, educational and religious backgrounds
g. Ability to develop temporary part-time staff members with varying degrees of skills and maturity into an effective and cohesive unit able to proactively fulfill a wide variety of functions and customer service, while representing the college in a professional manner.
h. Proficient in computer software — Word, Excel, MS Office
PHYSICAL DEMANDS: Ability to access almost any space on campus, many of which are not handicapped accessible.
WORKING ENVIRONMENT: Office, campus (indoors and outdoors)
WORK SCHEDULE: FTE: 1.0
Term: Full Year
Shift: Average 10-hour days during summer season, on call 24/7, evenings and weekends during events for which this position has primary responsibility.
APPROVAL: Director of Auxiliary Operations
DATE: February 2014