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Assistant Director, External Events & Summer Conferences

Position Deleted on 3/01/2013. This position is no longer an active posting on HigherEdJobs.
Chicago, IL
  • Admin - Conference and Events Administration
  • Admin - Economic and Business Development
  • Admin - Sales
Full Time
Job Category: Campus & Student Services
Department: Campus and Conference Center Events
Location: IIT-Main Campus (MC), 3300 S. Federal, Chicago
Requisition Number: 0601337

Reporting to the Director, the Assistant Director oversees the development and execution of mission-driven external and sponsored client business for the McCormick Tribune Campus Center, the Hermann Hall Conference Center, and other event spaces on campus. This includes developing leads for summer conferences, planning external and sponsored events, overseeing the events process for external and sponsored events, establishing contacts in various markets, and creating marketing materials.

Key Responsibility 1
Key Responsibility 1: Client Relationships

Coordinate and lead IIT's conferencing initiatives, including current client maintenance and direct solicitation of new conference/meeting business. Develop and maintain relationships with conference clients. Additionally, develop and maintain positive working relationship with executive leadership and internal partners on campus in order to attract mission-related events which heighten IIT's reputation in Chicago and globally.

Key Responsibility 2
Key Responsibility 2: Conference Programming

Work in partnership with Housing, Sodexo Campus Dining Services, Public Safety, Residence Life, Office of Technology Services, and other on-campus partners to provide the highest level of customer service and to insure maximum occupancy in event spaces, while reflecting university priorities.

Key Responsibility 3
Key Responsibility 3: Billing and Budgeting

Monitor the billing/invoicing and collection of all rentals and services for the Campus and Conference Centers and associated events, to meet a set revenue goal annually. Provide all information to the Billing and Purchasing Coordinator to allow for proper billing/invoicing of all services and rentals. Track all income and expenses for services and events related to external and sponsored business. Assist the Director in preparing annual budget. Adhere to approved budget; maintain comprehensive financial records for each area. Review and recommend changes in operations and fiscal procedures.

Key Responsibility 4
Key Responsibility 4: Supervision

Hire, train, supervise, and evaluate two (2) full-time staff and two (2) summer interns to assist with events, marketing initiatives, and conferences. Work closely with student staff supervisors to ensure timely and effective delivery of services for external and sponsored clients.

Key Responsibility 5
Key Responsibility 5: Department Initiatives

Create and enforce Campus and Conference Centers and University policies and procedures, especially as they pertain to event planning and production for the external and sponsored client. Serve as a member of the Campus & Conference Centers staff and assist with various mission-driven programs and projects, including recommending development of renovations of fixtures, furnishings, and technology in events venues. Willingness and ability to work some evenings and weekends. Other duties as assigned.

Communicate with customers via face to face contact, phone, and electronic written communication. As the main oversight for the planning and production of External, Sponsored and Summer Conference events, this position will require extensive communication and contact with both internal and external and sponsored constituents.

Customer Service:
There is a high reliance on strong customer services skills in this position due to interaction with students, departments, external, and sponsored clients. Key relationships include Community Affairs, External Affairs, and the Office of Admissions. Event evaluations, client statistics, and revenue generation are used to measure customer satisfaction and value to the university.

Education & Experience:
  • Bachelor's degree required, Master's degree preferred. Degree areas preferred are business or communications or a related field.
  • Two years of experience in sales, business development, or event management required.
  • Prior staff supervision experience preferred.
Preferred Skills:
  • Strong attention to detail and an ability to set priorities and work independently is essential.
  • Experience with and a willingness to work with an ethnically diverse and culturally pluralistic University and community population.
  • Strong organization, oral and written communication skills.
  • Familiarity with MS Office, Event Management Software, and the ability to learn and recommend other computer and technology skills.
  • Experience in staff training and development. Knowledge of and commitment to the principles of student development.
Certifications & Licenses:
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