Conference Services Manager - Division of Land-Grant Engagement (Jackson's Mill)

The Division for Land-Grant Engagement at West Virginia University is currently accepting applications for a Conference Services Manager.

About the Opportunity:

The Conference Services Manager, which is based at WVU Jacksons Mill in Lewis County, West Virginia, serves as the lead conference and events services manager. The individual is responsible for directing external marketing and rental of facilities and coordinating scheduling and logistics for both external and internal summer camps, conference, workshops, and events. What's more, the position will bring a digital mind-set and strong drive to continuously improve our operations.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year
• 18 sick days per year
  (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits (this position is a benefits-eligible non-classified staff position)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What you'll do:

Registration, Conference and Event Management

• Manages the planning and execution of events. Events vary in size and scope from small business meetings to large camps and conferences.
• Services existing accounts and develops and follows up on new sales leads.
• Network with internal and external groups to book and generate fees for programs.
• Sells, contracts, and closes business on event space and catering for meetings and special events in the facility, taking into consideration the needs of the facility and client.
• Negotiate sales contracts using policies and guidelines, ensuring accuracy and consistency.
• Provides clients with all necessary information and details regarding their visits (audio visual, set up, food & beverage, information brochures, etc.)
• Manages onsite duties related to the client experience in the facility, providing an exceptional customer experience for assigned events.
• Ensures all needs that client agreed upon are successfully executed (time of food delivery, clean up etc.) for assigned events.
• Collaborates with and serves as an onsite resource to clients in the execution of their events.
• Stays abreast of budgeted revenue goals and assists in developing action plans to originate and generate additional business when needed.
• Present a good image of the University through appearance, pleasant demeanor, helpful disposition, positive and responsive attitude, and actions.
• Greet group contacts and customers as they arrive, visit, or phone and provide individualized attention.
• Coordinates all aspects of registration of groups, including receiving and greeting guests in a friendly and polite manner. Registers guest and/or groups (rooms and camper reservations) by disseminating meal tickets, room keys, collecting payment, or placing on proper charge and other duties related to registration.
• Establish and maintain positive relationships with WVU faculty and staff conducting events.
• Proactively market and promote sales of Jackson's Mill programs and amenities to all groups.
• Conduct tours of the grounds and available amenities to potential clients.
• Proactively market programs working in conjunction with the Program Team to develop an individual training program appropriate for the group.
• Keep the WVU Jackson's Mill master calendar of events paper/electronic up to date. Communicate and coordinate with event contacts throughout planning and implementation of each event and update information on the calendar as needed.
• Disseminate all event information to WVU Jackson's Mill departments in a timely fashion.
• Ensure event data is accurate and updated using the conference management system software.
• Provide notification and implement all revisions in pricing, group rates and packages and specific policy changes to customers/clients and WVU Jackson's Mill staff as applicable.
• Answer phones and greets visitors to office or location.
• Coordinates with other conference staff to ensure coverage of front desk during operating hours.

Finance and Business

• Provide support in generating financial and/or statistical data related to WVU Jackson's Mill events utilizing the RDP system, MAP, Microsoft Excel, and other sources as needed.
• Verifies accuracy and completeness of all transactions prior to invoicing. Generates and sends invoices to customers in a timely manner.
• Operates POS (Point of Sale) systems.
• Serves as a backup for financial processes to include preparing and submitting deposits; preparing requisitions in Mountaineer Marketplace to purchase goods and services; submitting vendor registration requests; make procurement card purchases and reconcile; pay utility bills via procurement card or Mountaineer Marketplace.

Other Duties

• Assume responsibility for additional duties as assigned to ensure the efficient operation of WVU Jackson's Mill.
• Attend training/conferences for professional development related to the position, as requested.

*Bachelor's degree in Business Administration, Event Planning, Marketing, or Communication, other closely related discipline or equivalent combination of education and experience.

• A minimum of two (1) years - Conference/event planning and marketing
• A minimum of one (1) year in the following:
  
  
  
  • Coordinating, detailed planning and logistics
  • Fast-paced public interaction environment
  • Communication & conflict resolution
  • Computer skills related to event software and Microsoft
  • Experience working in a team-based environment
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must be met by the time of employment

Knowledge, Skills & Abilities:

• Demonstrated knowledge of event and conference planning/management and marketing.
• Excellent customer service and interpersonal skills.
• Strong organizational skills and attention to detail.
• Strong oral and written communication skills with the ability to communicate clearly and concisely with a variety of
  individuals concerning a broad range of issues.
• Operational knowledge of Microsoft Office Suite.
• Demonstrated ability to maintain confidentiality.
• Ability to maintain proper attendance and punctuality standards.
• Ability to work effectively and independently in a non-supervised, fast-paced business environment, exercising judgement,
  tact and diplomacy in all interactions with diverse groups.
• Ability to work flexible hours including evenings, weekends and holidays as needed to accommodate group/event scheduling.

Physical Effort:

• Standing, walking, sitting and speaking

* Valid driver's license - must be able to transport guests to various locations on grounds during tours by use of vehicle or golf cart

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.