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Kansas State University

Assistant Director of Conferences and Noncredit Programs

INTERNAL SEARCH

Kansas State University
Division of Continuing Education
Conferences and Noncredit Programs (CNCP)
Assistant Director
Position Description
December 2012

Under the broad general direction of the Director of Conferences and Noncredit Programs, this position provides leadership and administrative support for K-State’s noncredit coordination team including strategic planning, marketing and promotion, staff development, and general business processes and procedures.

The assistant director will interact in collaboration with internal sections and staff of the Division of Continuing Education including Marketing and Communication Services (MCS) and Administration and Finance as well as university departments such as, but not limited to, Housing and Dining Services, Parking Services, and the K-State Student Union to establish processes, practices, and operations that build a university culture of exceptional customer service.

The assistant director is responsible for annual event coordination for assigned annual events.

This position serves within chosen professional and industry associations as appropriate, serves on campus committees as assigned, and represents the director as requested.

Event Coordination and Management (30%)

  • Develop meeting goals and objectives and determine appropriate delivery methods in collaboration with event sponsors.
  • Develop meeting specifications, submit Request for Proposal (RFP) to potential destinations, conduct site inspections, and select appropriate meeting sites.
  • Collaborate with Convention and Visitors Bureaus (CVB) where appropriate.
  • Negotiate and prepare contracts (including facilities, vendors, and speakers).
  • Produce and maintain timelines for assigned events.
  • Attend and lead logistical planning meetings with program committees.
  • Develop and monitor event budgets and establish registration fees to cover event expenses.
  • Manage the registration preparation and develop all attendee communications.
  • Establish and manage hotel room blocks.
  • Develop and edit promotional materials, news releases, and advertisements in coordination with Marketing and Communications representatives.
  • Prepare and submit exhibit prospectus for events, solicit bids, and contract with decorating/drayage companies where appropriate.
  • Chart audio-visual needs and secure equipment for events.
  • Arrange for appropriate room sets to accommodate meeting objectives.
  • Plan food and beverage for events meeting the needs of all attendees including those with special dietary requirements.
  • Plan and implement services to accommodate attendees requiring special assistance.
  • Coordinate creation and production of conference materials.
  • Travel to meetings and conferences to manage and execute on-site event logistics.
  • Develop and administer participant surveys and prepare post-event reports.

Supervision and Staff Development (25%)

  • Supervise registration unit including classified staff within unit, including development of position descriptions and expected outcomes, communicating position expectations to staff, monitoring staff progress, and providing regular periodic evaluation for staff.
  • Provide supervision and oversight for the student internship program including development of position descriptions and expected outcomes, communicating position expectations to intern and staff, monitoring progress of program, and evaluating outcomes.
  • Develop, manage, and document initial and ongoing training for new coordination team members.
  • Assist in determining professional growth needs and implementing annual development plans for coordination team members to maintain standards of excellence. This includes, but is not limited to, monthly best practices roundtable discussions, guest presenters, webinars, and other leadership development opportunities.

Marketing and Promotion Management (20%)

  • Develop and execute the marketing plan for conference services including:
    • print and electronic marketing
    • public relations plans both on and off campus
    • exhibit opportunities
  • Oversee inventory of marketing collateral.
  • Develop and employ marketing metrics to track and analyze productivity of all marketing activities.
  • Edit and proofread all promotional materials, including website, ensuring content is well written, error-free, and contains timely information.
  • Measure and report on marketing results and track the results compared to year over year comparisons.

Administration (15%)

  • Assist with the design, development, execution, and evaluation of long- and short-range strategic plans for unit aligned with division and university strategic plans.
  • Oversee administrative and business processes and procedures for event management and registration services, focusing on high standards of service, process consistency, improved operating efficiencies, and documentation of standard processes.
  • Participate in annual budget development and establishing service and rental fees.
  • Meet with potential event sponsors (students, faculty, staff, and external clients) to discuss event plans and needs and the services available through the CNCP unit. Advise clients of university resources and services available and offer pricing options.
  • Proof proposals developed by coordination team before submission on behalf of the university.
  • Promote the inclusion of conferences, webinars, and noncredit programs within grant proposals, as appropriate.
  • Manage registration unit processes, lead registration staff meetings, and assign registration staff to events based on previous assignments and/or workload.
  • Represent the director as needed.

Division of Continuing Education and University Responsibilities (10%)

  • Participate on project teams as assigned to complete annual goals determined by DCE Leadership.
  • Participate in the DCE annual professional development process.
  • Represent DCE on internal, university-wide, and national committees as assigned.
  • Contribute to unit monthly newsletter and annual reports.
  • Meet with assigned College faculty and department heads to promote DCE services.
  • Supervise a student assistant.

Required Qualifications:

  • Bachelor’s degree
  • Five (5) years of experience in:
    • Convention planning
    • Financial management including budget preparation and monitoring
    • Supervision and training
    • Providing exceptional customer service
  • Excellent interpersonal and communication skills, both written and verbal.
  • Well developed listening and interpretive skills.
  • Proven record of working as a self-starter with minimal supervision.
  • Ability to develop innovative ideas and ways to continually improve services.
  • Demonstrated experience in development of marketing materials and tracking return on investment.
  • Proven record of organizational and administrative skills including the ability to simultaneously manage multiple projects.
  • Ability to diplomatically work and communicate with diverse groups.
  • Excellent leadership, supervisory, and team-building skills.
  • Demonstrated problem-solving and critical thinking skills.
  • Ability to work independently and as a member of a team.
  • Excellent understanding of technology as it relates to statistical and financial reporting.
  • Computer proficiency in Word, Excel, and Access software programs.
  • Ability to work extended hours, which may include weekends and evenings.

Preferred Qualifications:

  • Master’s degree
  • Seven (7) years of experience in:
    • Convention planning
    • Financial management including budget preparation and monitoring
    • Personnel supervision and training
    • Providing exceptional customer service
  • Higher education experience
  • Strategic planning experience
  • Familiarity with online learning and program delivery technologies (e.g., K-State Online, Web Conferencing)
  • Experience in conceptualization and development of new programs.
  • Proven knowledge and understanding of university policies and procedures.

Salary:

$50,000

To apply, send:

  • Cover letter addressing your qualifications and skills related to the position
  • Resume or curriculum vita listing education and employment history
  • Four professional references including name, address, phone number (cell number if appropriate) and e-mail address

Send via e-mail to: Marci Ritter, mritter@k-state.edu

and/or

Send via postal mail:
Assistant Director Search Committee
Kansas State University
Division of Continuing Education
1615 Anderson Avenue, Ste. 101
Manhattan, KS 66502-4098

Screening of applicants will begin January 4, 2013 and will continue until the position is filled.

Kansas State University is an equal opportunity employer. Background check required.