Assistant Manager, Conference Services and Marketing Operations

Job Summary

The Assistant Manager of Conference Services and Marketing Operations is responsible for maintaining, marketing and executing the conference and event spaces and services to help increase net revenue for the college and promote Millsaps’ brand and reputation to the local community. The Assistant Manager is the main point of contact for all event space and service requests. To ensure smooth and effective operations of our spaces the Assistant Manager will be responsible for analyzing facility requests and determining appropriate use and applicable fees for facilities and services. With assistance from the Director, this position will advise on-campus and off-campus groups of available resources and assessing, communicating and collecting charges for all conferences, camps and groups and will escalate potential issues as needed.

The position also participates in project management and budgetary support functions for the Office of Marketing and Communications. The Assistant Manager of Conference Services and Marketing Operations reports to the Director of Communications and Community Engagement in the Office of Marketing and Communications.

Job Duties

  • Develop, maintain and administer a marketing and promotion plan ensuring adequate promotion of Millsaps’ facilities in meeting budgeted revenue targets.
  • Manage the conference and events portfolio in a way that maximizes value for the college, balances competing needs, avoids conflict and meets the expectations of a diverse clientele for the success production of events that showcase the campus and enhance a consistently positive image of Millsaps College.
  • Manage conferences, events and facility rentals.
  • Respond to requests for information, coordinate site visits and negotiate rental contracts, ensuring clients are following college policies and local/state/federal laws.
  • In consultation with the Vice President for Finance and Administration, configure rates and pricing structure for rentals and services.
  • Develop and implement policies and procedures for use of college event services and facilities, including developing and using tools that will help streamline processes.
  • Advise groups and organizations using college facilities of building and event policies and procedures, restrictions, related laws and government regulations, safety and liability issues and insurance requirements.
  • Work collaboratively with clients, colleagues and vendors to manage and execute all event logistics and to ensure that college standards are met.
  • Ensure proper set up requirements as described in reservation request (EMS). Determine if audio/visual equipment is needed and arrange for audio/visual technician if applicable.
  • Maintain the events reservations and services worksheet. Distribute, review and discuss the worksheet as necessary with facilities management, custodial services, campus safety, grounds department and dining services to coordinate proper and timely delivery of services.
  • Send facility usage application/quote/contract to off-campus groups requesting use of our facilities and send confirmation of facility availability when all requirements have been met. Issue invoices for facility usage and monitor appropriate payment of fees and deposit payments for facility usage to the appropriate account.
  • Process internal administrative duties related to conferences and events, including budgetary needs and maintaining reservation, event and insurance records in an organized fashion.
  • Oversee budget management for the Office of Marketing and Communications, including but not limited to preparation of invoices, tracking of P-card purchases and production and submission of monthly budget reports.
  • Support the Office of Marketing and Communications through project management, including but not limited to working with clients to ensure all project information is included in the Slack management system, coordinating with vendors on quotes for printed materials, tracking timelines to ensure completion of work as scheduled and coordinating approval processes.
  • As budget allows and with approval, hire, supervise, schedule and evaluate student staff.
  • Identify and recommend equipment and facility maintenance, repair, inventory and purchase.
  • In consultation with the Vice President for Marketing and Communications and other administrators, review, develop and implement risk management plans.
  • Work with a team approach, assisting in all required areas within the Office of Marketing and Communications.
  • Cultivate collaborative working relationships and a positive rapport with the diverse constituencies across the Millsaps community, including facilities management personnel, students, faculty and staff.
  • All other duties as assigned.

Qualifications

  • Bachelor’s Degree in Business, Marketing or a relevant field, or an equivalent mix of education and experience
  • One to two years’ experience in event or conference planning and execution.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to quickly learn new technologies and adapt to varying technological environments.
  • Strong attention to detail and process; strong project management skills.
  • Excellent written and verbal communications skills.
  • Proven relationship and people management skills, strong work ethic, team-oriented, collaborative attitude, enthusiastic about contributing to the success of Millsaps.
  • Organized and driven professional, able to self-motivate and innovate.
  • Able to effectively manage multiple projects and work under tight deadlines.
  • Must be able to stand for long periods of time.
  • Able to work event nights, weekends and holidays as required.
  • Willing to work outdoors in varying weather conditions.
  • Able to work under pressure and adjust at the last moment.

Physical Requirements

  • Able to lift and carry up to 25 pounds without assistance.
  • Must have a valid state-issued driver’s license.
  • Must be able to traverse college campus and climb stairs.
  • Prolonged periods sitting at a desk and working on a computer.
  • Occasional stooping, bending, lifting and reaching are required.
  • Manual dexterity needed for keyboarding and other repetitive tasks.

Application Procedure

Interested candidates should email a copy of their resume and letter of interest to john.sewell@millsaps.edu with the subject line “Conference Services Application. No phone calls please.

About Millsaps

Millsaps College is a selective institution of higher education located on 100 beautiful acres in the heart of Jackson, the capital of Mississippi — a progressive southern metropolitan city of nearly half a million. Millsaps is dedicated to academic excellence, open inquiry and free expression, the exploration of faith to inform vocation and the innovative shaping of the social, economic and cultural progress of the region. The college was founded in 1890 by members of the Methodist Church and is consistently ranked as one of the best values in higher education.

Millsaps has an enrollment of approximately 750 students and employs 80 full-time faculty members. The faculty/student ratio at Millsaps is 1:9, and the average class size is 14. Millsaps has graduated 25 Fulbright Award recipients, seven Rhodes Scholars, six Goldwater Scholars and two Truman Scholars. Millsaps is a member of the NCAA Division III and Southern Athletic Association and competes in 18 intercollegiate sports.

EEO Statement

Millsaps College values diversity within our students, faculty and staff, and strives to recruit, develop, and retain the most talented people. Millsaps College does not discriminate in employment on the bases of race, color, creed, religion, sex, sexual orientation, transgender status, gender identity, age, national origin, disability, veteran status or any other legally protected status in accordance with applicable federal, state and/or local laws.

All offers of employment will be contingent on successful completion of a background check and verification of employment. Salary will be commensurate with experience. Millsaps College provides a competitive benefits package.

It is the policy of Millsaps College to provide reasonable accommodations for qualified individuals with disabilities for employment. If you require any accommodations to participate in any part of the hiring process, please contact humanresources@millsaps.edu.

Additional Information

For additional information about Millsaps College please visit Millsaps.edu

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