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Job Detail

315
Summer 2021
Conference and Events Manager
University of California - Riverside
Competitive

Conference and Events Manager #24016490
UC Riverside's Housing, Dining, and Hospitality Services is currently recruiting for a Conference and Events Manager. Housing, Dining, and Hospitality Services supports the global campus community by nourishing and delighting our student guests, faculty and staff with outstanding cuisine, cutting-edge menus and delivering exceptional customer service. The selected candidate will work daily with a team of committed professionals focused on "above the line" accountability and results! We are looking for accomplished professionals interested in continuing our cultivation of the latest trends in collegiate retail and residential services, promoting and shaping sound sustainable business practices. The Conference and Events Manager for the Hospitality Services department is responsible for the event coordination for special events, meetings, and summer conferences in Housing and Dining facilities. The Conference and Events Manager will communicate directly with both internal and external clients to identify their needs and independently make recommendations, provide proposals, and complete coordination details. Event coordination includes, but is not limited to, the coordination of the following: facility rentals, catering orders, equipment/furniture/decor rentals, floral orders, AV rentals/technicians, diagrams, event flow, parking, lodging for summer conferences, etc. The Conference and Events Manager assists the Seniors Manager of Hospitality Services with budget, rate, and departmental planning and proposals. The Conference and Events Manager is responsible for ensuring the proper delivery of outstanding services to the University community, outside clients, and guests.


Conference, Events, and Catering Coordinator 24066507
UC Riverside's Housing, Dining, and Hospitality Services is currently recruiting for a Conference, Events, and Catering Coordinator. Housing, Dining, and Hospitality Services supports the global campus community by nourishing and delighting our student guests, faculty and staff with outstanding cuisine, cutting-edge menus and delivering exceptional customer service. The selected candidate will work daily with a team of committed professionals focused on "above the line" accountability and results! We are looking for accomplished professionals interested in continuing our cultivation of the latest trends in collegiate retail and residential services, promoting and shaping sound sustainable business practices. The Conference, Events, and Catering Coordinator will assist with the sales and coordination details for special events and summer conferencing in Housing and Dining facilities. The Coordinator will communicate directly with both internal and external clients to identify their needs for an event, will ensure the proper paperwork is obtained following established guidelines, and UCR Policies and Procedures are followed throughout coordination of events. The Coordinator will assist with billing, invoicing, and payment collection for events in the Hospitality office, will assist the management team in producing general reports and benchmarking studies, and will provide administrative support for the Hospitality office. This position will work under general supervision and will take initiative to organize and prioritize a diverse workload to meet deadlines. The Coordinator models excellent customer service skills and creates a welcoming environment for UCR administrators, faculty, staff, students, and guests. This position has direct supervisory responsibilities over the performance of student staff.

 

Conference and Events Manager #24016490

Education & Experience Requirements

Education Requirements

Degree

Requirement

Bachelors' degree in related area and/or equivalent experience/training.

Required



Experience Requirements

Experience

Requirement

Minimum of 5 years of related experience.

Required

Experience in Catering/Conferencing/Event Planning in an institute of higher education.

Preferred



License Requirements

License

Requirement

Valid Drivers License.

Required



Certification Requirements

Certification

Requirement



Educational Condition Requirements

Condition

Requirement



Key Responsibilities

Description

% Time

Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.

  • Mentors and oversees the work of less experienced events staff.

20

Coordination includes but is not limited to the coordination of the following: Facility rentals, catering orders, equipment/furniture decor rentals, floral orders, AV rentals/technicians, diagrams, event flow, parking, lodging for summer conferences, etc. Manages and reviews event documents, including contracts, BEO's, CEO's event insurance, and permission to serve form.

20

Consults with clients on all details regarding events and event planning.

10

Demonstrates good judgment in making decisions and managing events.

10

Acts as a client vendor liaison responsible for placing event rental orders such as decor, lighting, entertainments, etc. Acts a campus department vendor liaison responsible for placing work orders such as parking, media, facilities set-ups, grounds requests, etc

10

Plans, organizes, and identifies real and potential event locations and vendors.

5

Determines and coordinates staffing needs.

5

Contributes to and participates in long-range unit event planning.

5

Mentors and/or supervises volunteer or student corps; creates incentive and recognition programs for volunteer and/or student corps.

5

Aids in the responsibility of the set-up, tear down, execution and managements of catered events including reviewing vendor deliveries, venue set-ups, food staging, kitchen expeditor, food service, etc. indirectly supervises catering staff and serves as Manager on Duty for Catering events.

5

Manages and maintains departmental policies and procedures and ensures staff follows guidelines while performing their daily job duties. Responsible for recommending changes to policies and procedures.

5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability

Requirement

Ability to give clear directives and use independent, rational judgment to make optimal decisions.

Required

Ability to effectively work with invited guests, donors, government officials and university VIPs.

Required

Knowledge and skill to set and monitor work standards and protocols.

Required

Highly developed interpersonal communication skills including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.

Required

Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus; that is, for fundraising events, skills to provide excellent donor stewardship.

Required

Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.

Required

Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines.

Required

Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.

Required

Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings.

Required

Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities; event management and presentation.

Required

Highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.

Required

Skill in effectively meeting budget and time constraints.

Required

Demonstrated skill in oral communication for explaining policies and procedures, conducting sales presentations, and site tours

Preferred

Working knowledge of catering and conferencing industry, banquets, set-up conceptualization and revenue maximization.

Preferred

Knowledge of event operations software (EMS).

Preferred

Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation.

Preferred



Special Requirements & Conditions

Special Condition

Requirement

Must posses or obtain a Valid CA Drivers License in accordane with the California Department of Motor Vehicles.

Required

Hired candidate must successfully pass a background check through the DOJ and FBI.

Required



Other Special Requirements & Conditions



Level of Supervision Received

General Supervision



Environment

Working Environment

Campus



Other Requirements

Items Used
  • Standard Office Equipment
  • Gem Cart
  • Catering Vehicles
  • Audio Visual Equipment
  • Event Furniture



Physical Requirements
  • Bend: Occasionally
  • Sit: Frequently
  • Squat: Occasionally
  • Stand: Frequently
  • Crawl: Occasionally
  • Walk: Frequently
  • Climb: Occasionally



Mental Requirements
  • Read/Comprehend: Constantly
  • Write: Constantly
  • Perform Calculations: Frequently
  • Communicate Orally: Constantly
  • Reason & Analyze: Frequently



Environmental Requirements
  • Is exposed to excessive noise: No
  • Is around moving machinery: No
  • Is exposed to marked changes in temperature and/or humidity: No
  • Drives motorized equipment: Yes
  • Works in confined quarters: No
  • Dust: No
  • Fumes: No



Critical Position

Is Critical Position: Yes


Conference, Events, and Catering Coordinator 24066507

Education & Experience Requirements

Education Requirements



Experience Requirements

Experience

Requirement

2 year of administrative experience in an office environment or hospitality environment providing administrative support to management.

Required

Experience in conceptualizing, planning, and coordinating events.

Required

Special Event/Catering/Conferencing experience in an institute of higher education.

Preferred

Demonstrated experience in University Policies and Procedures, as well as University financial systems.

Preferred



License Requirements

License

Requirement

Valid Driver's License

Required



Certification Requirements

Certification

Requirement



Educational Condition Requirements

Condition

Requirement



Key Responsibilities

Description

% Time

Sales, Event Coordination, and Customer Service: The Coordinator is responsible for stages of the sales process, from the initial contact with the client through the successful planning, organizing, coordinating, and facilitation of events in HDHS facilities. Coordination is completed following established guidelines under the general direction of management and event coordination is subject to review and assistance when events or clients' needs involve new applications of policy or fall outside the parameters of established administrative event coordination guidelines. Coordinator ensures adherence to all policies regarding risk management, insurance, security, health and safety throughout the coordination process. Interacts with clients through telephone conversations and email correspondence to monitor the progress of events and arrangements, and to ensure the timely receipt of signed contracts, SID accounts, guarantees, deposits, catering orders and final payments. Inputs all event details accurately into Event Management Software (EMS) and/or Star Rez, and properly distributes event information to HDHS operations and other campus partners. The Coordinator takes the lead on all incoming room reservations via our website, phone or email. The Coordinator is responsible for entering them into EMS and passing the file to the pre-determined coordinator in the office. Coordination duties may include facility diagrams, facilities set-up, ResTech AV technician, parking, rentals, floral, music, and other event details, as needed per event. Serves as the event coordinator once the client is on-site, ensuring that all components of the event and/or conference run smoothly. Position will require a variable schedule and possible overtime during peak periods. The Coordinator may need to operate a Box truck, lift gate, pick-up truck, gem cart & van on site at events.

45

Office Administration: Provides administrative support to the Hospitality Services Team. Acts as a receptionist for the Hospitality office, greeting visitors, including administrators, faculty and staff, as well as, members of the business community. Serves as the first point of contact for communications in the Hospitality office by screening all incoming calls and directs calls appropriately. Under general supervision, prioritizes workload to complete assignments and special projects in a timely manner. Independently researches answers to questions, office needs, and provides resolution and solutions by contacting the appropriate individuals or departments. Coordinator will update contracts or produce addendums to the contract, based on instructions from management to ensure all contracts are up to date and accurate. With management approval, orders office supplies, event supplies, conference supplies, and marketing gifts by evaluating needs and maintaining proper inventories. Maintains office equipment inventory and reports any loss/damaged items. Serves as EMS and Social Tables administrator for the office, makes necessary configuration updates, creates necessary reports, serves as trouble shooter, and calls tech support when needed. With management direction, completes benchmarking studies on an on-going basis and provides results to management to analyze competitiveness in the industry.

35

Student Management: Hires, trains, and assigns work for the students and student supervisors working on the Hospitality team. Participates in orientation programs with staff, including the coordination of campus tours, explanation of UCR and Dining Services Policies and Procedures, to ensure a professional and competent student team is in place. Assigns projects and tasks to students on a daily basis. Conducts performance evaluations, provides counseling for disciplinary problems (if required), and recommends corrective action in order to maintain effective staffing and production level of student employees.

15

Accounting & Budgetary Functions: Independently creates reports based on sales, facility usage, occupancy, and other criteria identified by management. Completes year-end reports in a timely manner, as outlined. Communicates with management regarding billing, invoicing, and payment status for them to report to Business and Processing Office. Ensures all billing information in EMS is up to date, and monitors ageing report to ensure billing is completed in a timely manner and that all funds are collected. Any issues with the ageing report will be brought to the attention of management for resolution. Reviews billing of all events to ensure accuracy of information prior to invoicing. Receives final billing for summer conferencing from management.

5

Knowledge, Skills & Abilities

Knowledge/Skill/Ability

Requirement

Working knowledge of conference/event planning techniques, including scheduling, meeting space, and equipment needs.

Required

Exceptional skill in prioritizing and organizing assignments when faced with heavy workloads, deadlines, and requests for service.

Required

Demonstrated superior customer service, organizational skills, and attention to detail. Knowledge to recognize problems and skill to develop logical solutions in order to coordinate with various individuals as required.

Required

Skill to write grammatically correct and professional business correspondence such as conference/event proposals, contracts, routine emails and memorandums.

Required

Demonstrated skill in oral communication in order to explain policies and procedures, conduct sales calls, and provide site tours.

Required

Interpersonal skills to work effectively and diplomatically with a diverse clientele. Demonstrated skill in developing rapport easily with customers and departmental staff.

Required

Knowledge to recognize problems and skill to develop logical solutions in order to coordinate with various individuals as required.

Required

Demonstrated computer skills in Microsoft Office; Outlook, Word, Excel, Power Point, and Publisher.

Required

Demonstrated ability to navigate conversations with clients, service providers, and event guests that lead to solutions and positive experiences.

Required

Knowledge of event operations software (ex: EMS, Star Rez, Social Tables) to facilitate proposals, communication with clients, departmental planning, banquet/conference event orders, etc.

Preferred

Knowledge of catering sales, catering coordination, and Banquet Event Orders (BEO's).

Preferred



Special Requirements & Conditions

Special Condition

Requirement

Overtime

Required

Travel for Annual Conferences

Required

Varied Nights and Weekends

Required

Must possess or obtain a Valid CA Driver License in accordance with the California Department of Motor Vehicles.

Required

Candidate must pass a background check through the FBI/DOJ.

Required



Other Special Requirements & Conditions



Level of Supervision Received

General Supervision



Environment

Working Environment

Campus



Other Requirements

Items Used
  • General equipment associated with dining and catering services
  • Box truck, lift gate, pick-up truck, gem cart & van.
  • Registers, Printers & PC's.
  • Audio Visual Equipment



Physical Requirements
  • Bend: Occasionally
  • Sit: Frequently
  • Squat: Occasionally
  • Stand: Frequently
  • Crawl: Occasionally
  • Walk: Frequently
  • Climb: Occasionally



Mental Requirements
  • Read/Comprehend: Frequently
  • Write: Frequently
  • Perform Calculations: Occasionally
  • Communicate Orally: Constantly
  • Reason & Analyze: Frequently



Environmental Requirements
  • Is exposed to excessive noise: No
  • Is around moving machinery: No
  • Is exposed to marked changes in temperature and/or humidity: Yes
  • Drives motorized equipment: Yes
  • Works in confined quarters: No
  • Dust: No
  • Fumes: No



Critical Position

Is Critical Position: Yes

 

 

Apply Here: https://www.click2apply.net/W7PbyAsKqDR8uw88C7L4O

 

PI 144848802

NOTE: The above information is provided by the employer. The National Association of College & University Food Services does not verify the accuracy of these statements.