Job Information
Lamar University Associate Director of Conference Services in Beaumont, Texas
Position Information
Posting Number 20112985
Position Title Associate Director of Conference Services
FTE 1.00
Position Type Staff
Department Office of Event Management
Position Summary Information
Job Summary/Basic Function
About This Role:
The Associate Director of Conference Services will focus specifically on the strategic planning, coordination, and execution of conferences and related events on campus. This role will ensure high-quality service delivery, optimize the use of university facilities for conferences, and enhance the overall experience for external clients and internal stakeholders. This position will work collaboratively with various departments, vendors, and stakeholders to achieve organizational goals and position Lamar University as a premier conference venue.
What You’ll Do – Position Responsibilities:
- Conference Planning and Coordination
Oversee the planning, coordination, and execution of conferences, symposiums, and workshops focusing on existing programs such as Port Management, Center for Resiliency, and the Center for Midstream Management.
Work with faculty and staff to identify potential topics and themes for conferences based on current trends and interests in the academic community.
Secure venues, audiovisual equipment, catering services, and other logistical support for conference events.
Manage registration, payment processing, and communication with participants before, during, and after the event.
Coordinate with internal departments (e.g. Facilities, IT) to ensure deliverables.
Manage logistics for conferences, including scheduling, budgeting, vendor contracts, and on-site supervision.
- Marketing and Promotion
Develop/implement marketing strategies to promote conference services and attract external clients.
Leverage existing community connections to maximize opportunities for collaboration and sales.
Collaborate with the Office of Marketing Communications to enhance visibility of conference services and position Lamar University facilities as the premiere conference venue.
Create promotional materials and manage the conference services website and social media presence.
- Client Relations and Communication
Serve as primary point of contact for conference clients and stakeholders.
Build and maintain strong relationships with internal and external partners.
Provide excellent customer service and ensure client satisfaction with conference services.
Communicate conference details and updates to all relevant parties in a timely manner.
- Budgeting and Financial Management
Develop and manage the budget for Conference Services, ensuring cost-effectiveness and fiscal responsibility.
Monitor revenue/expenses related to conferences and prepare financial reports.
Identify opportunities for revenue generation and cost savings.
Negotiate contracts with vendors/service providers specifically for conferences.
- Leadership and Management
As demand grows, hire and train Conference Coordinator(s).
Work with the Director of Operations and the Director of Event Management to develop and implement policies, procedures, and standards tailored to conference planning and execution in alignment with Event Management and university strategic plans.
Ensure compliance with university policies and relevant regulations related to conference services.
- Professional Development
Stay current with industry trends, best practices, and emerging technologies.
Serve on committee to enhance and facilitate transparency in events and scheduling.
Foster a culture of continuous improvement and professional growth.
Key Competencies:
Knowledge of and experience with university event management.
Awareness of the importance of early planning, contract development and completion, time and resource management, and detailed coordination with others.
Ability to build and maintain collaborative working relationships with internal and external partners including contracted labor providers to ensure compliance with labor contract provisions
Experience working with contracts and event agreements with an exceptional level of attention to detail and accuracy.
Strong interpersonal and communication skills with the ability to present information and interact effectively across all levels of the organization.
Planning and organizational skills to include coping with demanding situations, shifting priorities, and deadlines.
Knowledge of and experience with Lamar University information systems.
Proficient with Microsoft Office Suite or related software.
Ability to communicate well with others in verbally and in writing (face to face, telephone, text, letters, emails, etcetera)
Physical Requirements:
Able to lift 25 pounds and be able to perform a variety of physical tasks including lifting, bending, stooping, squatting, stair climbing, and walking between buildings.
Job Conditions:
An office setting with a regulated climate, with limited instances of working outdoors. This position supports essential functions of Campus Operations and will frequently work outside of normal business hours.
Who We Are:
Lamar University is an accessible global university for life-long learners with a passion for broad-based community engagement. As a vital contributor to the socioeconomic wellbeing and resilience of the Gulf Coast region, our expertise is recognized locally and beyond. Lamar University is home to more than 17,000 students and is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 100-degree options and a community that cares, Lamar students are always proud to be Cardinals.
Lamar University is committed to fostering a culture where students, faculty and staff of all backgrounds can learn, work, and serve.
Benefits:
Health, dental & vision insurance
Life insurance
State of Texas Retirement plans
Tuition covered at 100% for employees, spouses and/or eligible dependents.
Paid time off – vacation, sick, and holidays.
To see more information about the available benefits, please visit: Insurance – Lamar University (https://www.lamar.edu/faculty-staff/human-resources/insurance.html)
Minimum Qualifications
Bachelor’s Degree in Event Management, Hospitality, Business Administration or a related field OR equivalent work-related experience.
Minimum of 7 years’ experience in conference and event planning with at least 3 years in a leadership role.
EEO Statement
Lamar University is An Equal Opportunity Employer
Veteran's Preference Statement
Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.
Preferred Qualifications
Masters Degree.
Security Sensitive Statement
This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.
Salary $58,739 - $76,361
Work Hours
Application Information
Posting Date 09/24/2024
Close Date 10/01/2024
Open Until Filled No
Special Instructions