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Kansas State University

Director of Conferences and Noncredit Programs

Division of Continuing Education
Director of Conferences and Noncredit Programs

Position Description
May 2013

The Director provides oversight to the Conferences and Noncredit Programs (CNCP) unit within the Kansas State University Division of Continuing Education (DCE) and reports directly to the Dean.

The Director provides leadership and administration for an active conference coordination unit that provides registration services, logistical support, planning, coordination and execution for conferences held on and off campus. The unit also supports departments and professions with the delivery of online noncredit training and administers, awards and maintains permanent records of Continuing Education Units (CEUs).

The position directs, trains, and develops all professional staff including full time (10) and students (7) and oversees a $3,000,000 budget.

The Director serves in major leadership and collaboration-building roles for the development and implementation of noncredit international programs for Kansas State University.

The position demonstrates enthusiasm for the service profession, an active commitment to diversity and inclusion, and incorporates best practices into the organizational culture. The Director must be willing to work outside of the standard university business hours. The position serves as a member of the division’s Leadership Team and other committees within the division, Kansas State University and the community as requested.

Administration 35%

  • Maintain knowledge of state and university policies.
  • Remain current in knowledge of industry standards related to event planning, continuing education and online learning.
  • Develop annual and long-term organizational goals for unit.
  • Develop and maintain relationships with university faculty, departments and liaison with community hospitality representatives.
  • Review and approve proposals for coordination services.
  • Write proposals and prepare budgets as required for grant submissions.
  • Review, revise and approve all contracts for the unit including agreements with speakers, hotel and convention centers, caterers, conference suppliers, noncredit course partnerships, etc.; consult with General Counsel when required; mediate and resolve contract disputes related to events.
  • Support coordination team in conflict mediation with clients when required.
  • Evaluate, revise and establish best practices for unit.
  • Compile data as related to unit activity and contribute to monthly and annual administrative reports for the division.
  • Review service evaluations to monitor and maintain customer satisfaction; respond and mediate where areas of concern arise.
  • Serve on division and university committees as requested.
  • Occasional travel required.
  • Other duties as assigned by the Dean.

Program Development 25%

  • Represent Kansas State University in contract negotiations with international entities for current and future international education programs; occasionally includes international travel for program negotiations.
  • Collaborate with university officials to develop, review and revise contracts for international collaborations.
  • Create program budget within allowance of foreign government.
  • Write requests for proposals (RFP) for institutional partnerships, where required, to serve international noncredit programs.
  • Collaborate with community agencies and organizations to offer hospitality and engagement opportunities for international student scholars.
  • Work with university officials to provide need-specific orientation for international groups.
  • Collaborate with university offices to develop processes when existing university systems do not accommodate program needs.
  • Facilitate regular team meetings with university department leaders to discuss projects; identify and resolve unmet campus and/or community needs.
  • Serve as point of contact for university – between campus departments and between the university, institutional partners, and international agencies – gathering and submitting contractual deliverables on behalf of the university as required for each program.
  • Serve as point of contact for students to provide crisis management and provide incident and resolution reporting to government officials as needed.
  • Mediate between departments as needed.
  • Act as liaison between student scholars and health insurance provider when standard university insurance policies do not satisfy requirements.
  • Meet with industry representatives to identify and develop professional development opportunities for workforce.

Management and Supervision 20%

  • Supervise coordination staff and assign coordination work load.
  • Supervise Sr. Administrative Assistant in Conferences and Noncredit Programs unit.

Budgeting and Financial Management 20%

  • Develop the fiscal year budget for unit in collaboration with DCE Director of Administration and Finance.
  • Monitor unit budget and provide quarterly budget status and forecasting reports to the Director of Administration and Finance and Assistant to the Dean.
  • Review and authorize payments for all unit expenses.
  • Review department grants as related to conferences and workshops; consult with Principal Investigators as needed to budget appropriately.

Required Qualifications:

  • Bachelor’s degree in related field (e.g., education, hospitality management, business management)
  • Five (5) years’ experience in university conference or hospitality industry
  • Experience with financial management in a self-supporting environment
  • Minimum of five (5) years’ experience in supervision of full-time staff
  • Demonstrated record of hiring, motivating and retaining personnel
  • Proven record of organizational and administrative skills
  • Excellent written and oral communication skills
  • Experience in contract negotiation and management
  • Demonstrated ability to manage conflict and crisis situations
  • Collegial interpersonal style with demonstrated ability to work tactfully and collaboratively with university and professional stakeholders
  • Ability to work in diverse and changing environments
  • Strong skills in time management, attention to detail, follow up and the ability to meet deadlines
  • Demonstrated ability to work under pressure and exercise a high degree of diplomacy
  • Ability to problem solve and think creatively
  • Proven record of managing multiple projects and priorities simultaneously
  • Ability to travel outside the state of Kansas and work non-standard hours (evenings and weekends)

Preferred Qualifications:

  • Master’s degree in a related field (e.g., education, hospitality management, business management)
  • Proven record of successful conference and camp coordination with a broad range of ages, professions and diverse audiences
  • Eight (8) years’ experience in event coordination for a variety of audiences
  • National event planning experience
  • Experience in conceptualization and development of new programs
  • Work experience in higher education
  • Familiarity with educational technologies

Salary:
$65,000-80,000

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 email address

Send via email to: Marla Wood, doadmin@k-state.edu
and/or
Send via postal mail:
Director, Conferences and Noncredit Programs
Search Committee
Kansas State University
Division of Continuing Education
1615 Anderson Avenue, Ste. 101
Manhattan, KS 66502-4098

Screening of applicants begins May 29, 2013 and will continue until the position is filled.

Kansas State University is an equal opportunity employer and actively seeks diversity among its employees. Background check required.