Assistant Director for Conference Services

Job Summary

The Assistant Director is part of the Conference Services Management Team and will be responsible for managing and supervising the Reservation and Events Coordinators and overseeing the Room Reservation program within Conference Services. The Assistant Director is also responsible for overseeing the allocation of campus facilities for summer conference clients, academic year campus events, and major maintenance projects for Conference Services.

JOB DUTIES

• 35% - Personnel Management

  • Supervises the Reservations and Events Coordinator staff. Responsible for recruitment, selection, onboarding, training, and professional development. Establishes individual goals and evaluates performance.
  • Responsible for disciplinary action and discharge if necessary. Makes recommendations on the staff organizational structure and determines and implements job duty modifications to better meet client needs.
  • Creates and maintains staff procedure manuals and processes designed to facilitate the planning, organization, and execution of events for the Room Reservation program.
  • Ensures accountability and stewardship of department resources in compliance with departmental goals and objectives. Researches and communicates safety compliance requirements for all unit employees.

• 30% - Operations Management

  • Initiate weekly meetings with coordination staff to plan for all programs and events, overseeing placement for housing, dining, meeting and other arrangements for each group or event that achieves maximum operating efficiency and best support program.
  • Oversee conference and event database information along with the room reservation database. Implement and oversee processes for Coordinators to consistently update and communicate conference and event information. Provide database access and reports to campus service providers and constituents on a regular basis prior to and during summer.
  • Assume responsibility for all housing keys during the summer and meeting room keys year-round. Collaborate with the Facilities Building Access Coordinator for all timely and accurate check out/in of master keys/cards, security and check out/in of classroom and meeting room keys, lost key/card recording, key inventory and accuracy of return, with CS staff and turn over and the return of housing keys to the summer conference programs. Oversee all areas of key and access card management: turnover, accuracy of inventory, security and in campus Conference Offices. Update database with current key information. Oversee CCURE card encoding.
  • Assume full responsibility for planning and oversight of all conferences and events as it pertains to facilities usage. Analyze service needs, determine improvements and implement ideas to more effectively provide customer service to clients and guests. Administer immediate remedies to emergency situations that may occur.
  • Cookordinate with CS staff on the setup/breakdown of on-campus Conference Offices. Initiate planning meetings between CS and the Colleges to discuss all year-round events and summer placements within the colleges. Coordinate agendas for bi-weekly staff meetings.
  • Long Range Planning and Information Analysis
  • Participate in long and short range planning activities in conjunction with CHES and campus constituents. Compile history of facilities usage and provide analysis and reports to assist in planning future usage. Attend campus-wide meetings relating to the long and short range planning for facilities. Serve as CS representative on various campus-wide space planning committees, (i.e. Classroom Sub Committee). Participate in the annual inspection of all residential space as scheduled by CHES. Participate in the Registrar’s tour of all classroom space each Fall.
  • Cookordinate and collaborate with CHES and appropriate Physical Plant architects, project engineers, buildings and grounds staff for the maintenance, repairs, construction of college housing buildings and grounds on a yearly basis. Recommend the most optimal time for scheduling major projects based on summer usage and completion time. Maintain direct contact with managers of all projects that impact the summer quarter, monitoring progress and schedule changes.

• 15% - Facilities Communication

  • Consult CHES Facilities Asset Coordinators for each campus zone and college maintenance supervisors on all college maintenance projects.
  • Ensure that the conference housing database includes all major/minor projects, assigned conference/program placement and any other usage affecting the schedule.
  • Cookordinate and negotiate with CHES Facilities to ensure adequate space available for conferences. Distribute housing placements information to colleges, Communications, Police, Fire Department, Physical Plant departments, and other appropriate campus units. Maintain, update, and adjust schedules with changes or additions.
  • Maintain Apartment and Resident Hall configuration information, consulting with Student Housing Services and college staff to determine accurate and current information and updating information in Conference Services database.
  • Compile current floor plans and housing rosters to be sent to conference clients pre-summer for housing placements.
  • Cookordinate with appropriate Physical Plant personnel, maintenance supervisors and media services for the scheduling of on-going maintenance, repairs, cleaning, and construction projects for classrooms and meeting spaces on a yearly basis. Recommend the optimum time for scheduling projects based on summer usage, agree upon duties and schedule time for projects.
  • Provide weekly Meeting Room Reports detailing classroom and meeting room usage. Determine the need for unlocking and locking and cleaning of these areas. Verify, report and distribute weekly to Colleges, Facilities, Community Safety, Police, Fire Department, Physical Plant and other appropriate campus units.
  • Interface with clients/coordinators on a regular basis to ensure the needs of cleanliness and access are being met in their meeting space. Participate in weekly campus partner meetings including Maintenance, Physical Plant, Dining, Custodians, TAPS, and college meetings during the summer season. In pre-summer planning sessions with Physical Plant, set standards and expectations for level of service to meeting spaces. Update all manuals and written procedures.

• 5% - Staff Support to the Associate Director

  • Provide administrative and analytical support to the Associate Director.

About UC Santa Cruz

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.