This position manages the Conference Center at the Humphrey School, to include a 250-seat auditorium and atrium, and six conference rooms. The Conference Manager provides meeting and conference planning services to the Humphrey School, as well as to University of Minnesota and non-university event planners in their delivery of events and conferences held in the Humphrey Conference Center. The Conference Center has over 1200 meetings and events annually. The Conference Center manager must possess basic audio-visual knowledge for event planning such as familiarity with WebEx setup, the ability to hook up computers to projectors, basic microphone setup and familiarity with presentation needs (PowerPoint). The Conference Center manager will regularly discuss audiovisual needs with clients. The Conference Manager must balance an active Humphrey School event schedule, while also maximizing the use of all event space to accommodate revenue goals.
Event Planning, Customer Service and Calendar Management (60%)
Conference planning services include making recommendations for best practices to ensure the overall success of the event, whether it’s a two-hour meeting or a multi-day conference, utilizing a high level of customer service.
These services include taking the customer through the process of coordinating an event and anticipating event needs such as:
Catering, scheduling of vendors, janitorial services
Food and alcohol permits, insurance, use agreements and other required documents
Audio visual equipment including recording and streaming
Matching meeting/event needs with appropriate room selection
Calendar management includes the design and usage of the Conference Center’s online events calendar and web site. The Conference Manager must have the ability to maintain and update web information, as well as to work with a calendaring database system (EMS). Calendar management requires multiple communications for each event via phone, email and/or in-person meetings. The Conference Manager must continually evaluate the effectiveness of the reservations process, and improve designs where needed.
Billing and Policy Management (15%)
Coordinates the billing for the Conference Center and the audio-visual manager positions. Accurate and timely billings must occur, and the Conference Center Manager must be familiar with University billing policies.
Develops marketing strategies for reaching new customers. This includes networking around the University to promote the Conference Center, making proposals for print/social media/online materials, and exploring avenues for reaching non-profit and corporate clientele.
Purchasing, Repairs and Maintenance (5%)
The Conference Manager is responsible for maintaining the furniture and equipment inventory of the Conference Center, planning for scheduled repairs, and making cost-effective replacement purchases.
Budget Management (10%)
This position is responsible for meeting annual revenue goals established for the Conference Center. This includes monthly budget report preparation, to include strategies for meeting changing revenue realities. Purchasing, repair and maintenance budgets must be in line with revenue. The Conference Manager is responsible to meet annual revenue goals, by seeking strategies to maximize use of space.
This position hires, trains and supervises up to five student workers.
Bachelor’s degree with at least 2 years of experience or combination of education and experience to total six years.
Computer experience required including proficiency with Microsoft Office suite.
Able to communicate effectively and must possess strong customer service skills.
Able to lift and move furniture (tables, chairs and rolling carts) to 20 lbs.
Demonstrated experience planning meetings and events, including scheduling, communication with clients and post-event billing.
Experience working with University of Minnesota students, staff, faculty and non-University clientele.
Able to work independently and as part of a team.
Experience complying with University financial and event planning policies.
Demonstrated skills in planning, organizing, problem solving and successfully completing multiple tasks under priority and deadline.
Able to work a flexible schedule, including occasional evenings and weekends.
Experience with troubleshooting basic AV equipment.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.