Manager of Conference & Event Services at Wheaton College in Norton, Massachusetts

Job Description:

Posting Number:
0601199

Position Title:
Manager of Conference & Event Services

FLSA:
Exempt

Job Type:
Full-Time

Staff Term:
12 Months

Staff Work Schedule (hours/dates):
Monday - Friday, 8:30am - 4:30pm

Academic Year Schedule (dates):


Faculty Term:


Position Type:
Staff

Department:
Business Services

Job Summary/Basic Function:
The Manager of Conference and Event Services is responsible for the coordination of logistical details for on-campus events, meetings, conferences, camps and workshops. Serves as a liaison to the service-providing departments to communicate and facilitate support operations, work orders, and planning activities. This position will be the lead supporting role for summer programs and some institutional events. Provide a high level of customer service to all clients. Assist the Director of Conference & Event Services and Office Assistant as necessary.

• Serve as the primary logistics lead for summer programs. Coordinate living, working, dining and recreation activities for assigned summer program groups.
• Act as a liaison between planners and on-campus service providers; including but not limited to Facilities, Dining Services, Athletics, Media Services and Campus Safety.
• Manage the billing and payment process for all services, facilities and dining. Responsible for organizing and maintaining accurate client files and records.
• Support the negotiation of contracts, agreements and billing for assigned summer programs in coordination with the Director of Conference & event Services and Director of Business Services as necessary.
• Serve as the logistics lead on assigned institutional events. Institutional events include but are not limited to Orientation, Family & Friends Weekend, Fall Fest, Admissions Programs, Spring Weekend, Senior Week, Reunion and Commencement Weekends.
• Create and maintain event logistical work orders. Facilitate regular meetings of service-providing departments to ensure smooth delivery of all event related services. Serve as a liaison between planners and on-campus service providers.
• Support the department with campus scheduling and approvals in 25Live, along with front-line walk-in, email and telephone support.
• Support the operations of the department in establishing best practices for efficient communication of all event details and logistics. Assist with the coordination of outside vendors, contractor’s, as needed to execute events.
• Assist with the College’s efforts to maximize income through the rental of facilities to various third-party clients including conferences, social events and community groups.
• Supervise student staff members.
  
  
  
  

Minimum Qualifications:

• Bachelor’s degree and 3-5 years of related experience. An equivalent combination of experience and education can be substituted.
• Intermediate level of proficiency working in Microsoft Office (Excel, PowerPoint, Word), Google Docs, including Docs, Sheets, Forms and Calendars
• Experience with scheduling software, 25Live preferred
• Ability to work independently
• Excellent interpersonal, communication and customer service skills
• Excellent organizational skills with strong attention to detail
• Ability to multi-task and coordinate multiple office activities simultaneously
• Demonstrated ability to collaborate with persons at all organizational levels
• Must be able to consistently present a positive attitude and contribute to a team environment with intentional collaboration and cooperation
• Ability to trouble-shoot and problem solve
• Must be sufficiently experienced in logistics and service
• Must be able to work evenings and weekends as needed
• Must be able to communicate effectively in both oral and written formats with faculty, staff, students and external clientele
• Must be able to handle confidential information, inquire with discretion and demonstrate sound judgement
• Sense of humor and flexibility

Preferred Qualifications:

• Experience with event planning on a college campus
• Experience with 25Live scheduling software

Compensation and Benefits:
To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The anticipated hiring or recruitment range for this position is $55,000 – $60,000.



Physical Demands:


ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement:
Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups. Wheaton’s core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date:
03/24/2025

Closing Date:


Open Until Filled:
Yes

Contact(s):
Office of Human Resources

Contact Phone/Extension:
508-286-8206

Contact Email:
careers@wheatoncollege.edu

Contact Fax:


Special Instructions to Candidates:
The federal government and the state of Massachusetts have made the decision to end the COVID-19 public health emergency. Effective June 1, 2023, the college will no longer require COVID-19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider. While we will no longer require COVID-19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID-19, as well as influenza and other diseases.

References:


Supplemental Questions:

Required fields are indicated with an asterisk (*).

Optional & Required Documents:
Required Documents

1. Cover Letter
2. List of References
3. Resume

Optional Documents

Equal employment opportunity, including veterans and individuals with disabilities.

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