Summary: The director of conference and event services is responsible for coordinating the department that handles reservations and rentals of University facilities to external and internal clients. This is a full-time, exempt-level position reporting to the associate vice president for advancement and managing director of external relations.  

Essential Duties and Responsibilities include the following:  

• Communicate with potential clients (brides/grooms, summer camps, summer interns, athletic events, corporate meetings, non-profit meetings, etc.) to promote and market University facilities
• Conduct on-campus site visits with potential clients, effectively demonstrating the unique advantages to using Queens’ facilities
• Oversee events, particularly summer camps and the intern housing programs to ensure clients’ needs are fully met
• Prepare, negotiate and execute contracts for rentals
• Manage complete billing process including generating accurate, timely invoices and collecting payments
• Manage Ad Astra scheduling software and process University space requirements for Main Campus, Sports Complex, and all seven-residence halls, including the off-campus North Residence Hall. Includes accurately capturing and updating all external and internal rental reservations in the University’s central calendar
• Handle communications concerning logistics for all resource departments (audio visual, security, set-ups, housekeeping)
• Communicate issues, challenges and opportunities to manager in a timely, proactive manner
• Assist the university in developing a long-range strategic plan for the utilization of future facilities and growing the Facility Rentals department
• Significant flexibility for evenings and weekends is required for success in this position

Non-Essential Duties

•  Special projects and other duties may be assigned as needed

Experience, Knowledge and Skills Required

• 3+ years experience facility rental (or event planning) experience of a size and complexity similar to Queens
• Excellent interpersonal and customer service skills, including exemplary poise, tact and diplomacy and ability to represent Queens’ facilities in a positive light at all times
• Excellent sales and marketing skills
• Computer proficiency, particularly in MS Word, Outlook, PowerPoint, Excel, as well as specialized scheduling software
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Excellent organizational skills with acute attention to detail
• Ability to work independently and as a member of a team
• Proven ability to identify and resolve problems in a timely, creative, win-win manner.
• Strong written and oral communication skills
• Ability to gather and analyze information and make workable recommendations in a timely manner
  
• Exceptional follow-up and follow-through skills as well as ability to plan, organize and control projects through to completion
• Proven ability to skillfully address and resolve conflicts while maintaining rapport
• Ability to maintain confidentiality
• Bachelor’s degree required, or equivalent combination of education and experience
• Availability to periodically work nights or weekends to meet demands of the position

Physical Requirements (with or without reasonable accommodation)

• Eye-Hand Coordination: Requires hand-eye coordination and manual dexterity sufficient to operate a computer keyboard, copier, calculator and other office equipment
• Talking: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly
• Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers
• Average Hearing: Able to hear average or normal conversations and receive ordinary information
• Average Visual Abilities: Average, ordinary, visual acuity necessary including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• Physical Strength: Will regularly be required to sit, use hands to finger, handle or feel objects, tools and controls reach with hands and arms. Must be able to stand, walk, stoop, kneel, or crouch. Must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 20 pounds

• Work in office and training center environments, contact with employees, students, parents, providers and vendors.
• Work has deadlines, multiple interruptions, high volume and may be stressful at times.
• Work has requires evening and weekend hours.

ABOUT QUEENS

Queens University of Charlotte is a student-centered, comprehensive, private university affiliated with the Presbyterian Church (U.S.A.). With a foundation in the liberal arts and a commitment to excellence in education, the university serves the needs of a diverse co-educational student body of 2,200 with a variety of undergraduate and graduate programs. Queens offers students learning experiences through the College of Arts & Sciences, the McColl School of Business, the James L. Knight School of Communication, the Wayland H. Cato, Jr. School of Education, the Presbyterian School of Nursing and the Andrew Blair College of Health and the Hayworth School of Graduate and Continuing Studies. In all of its programs, Queens emphasizes active and collaborative learning, meaningful student-teacher relationships, a creative synthesis of the liberal arts with the world of work, and the value and necessity of lifelong learning. Additional information about Queens University of Charlotte may be found at www.queens.edu Queens University of Charlotte values campus diversity and demonstrates this in campus initiatives; we particularly encourage members of historically under-represented groups to apply.

Benefits

Queens offers medical, vision and dental insurance, domestic partner benefits, defined contribution retirement plan & supplemental retirement plan, vacation and paid holidays, tuition remission, pet insurance, critical illness insurance, pre-paid legal plan, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, health savings account), sick leave and long-term disability leave, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free Levine Center for Wellness & Recreation access.

Queens is an equal opportunity employer, completely and firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sexual orientation, sexual identify, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs. Any applicant for employment who needs any reasonable accommodation under the Americans with Disabilities Act should contact the Director of Human Resources 704-337-2297.

If this sounds like the right job for you, then use the button below to submit your application. Be prepared to upload a cover letter, resume or CV, and contact information on three professional references. We look forward to reviewing your submission.