Job Purpose Towson University is accepting applications for a Director, Event & Conference Services. This position provides overall leadership for the university's Event & Conference Services (ECS) Department including event planning for the broader campus community, external sales, event management, and facility operations management for various buildings. Works with campus partners to develop and implement policies and procedures to provide safe events for students, faculty, staff, and guests. Has fiduciary responsibility for budgets, operations, facility use, and contract administration. Supervises five direct reports including Financial Manager, Assistant Director of Operations, Assistant Director of Student Unions, Assistant Director of Sports Complex, and Associate Director of Sales & Event Management.
Description Provides leadership and direction for meeting and event planning for the campus community (students, faculty, and staff) and external clients (e.g., Special Olympics of Maryland Summer Games, Baltimore County Public Schools Graduations, the Baltimore Blast, and summer camps & conferences). Oversees space reservation and utilization in the University Unions, SECU Arena, Towson Center, academic classrooms, and athletic fields. Develops strong working relationships with campus partners such as Facilities Management, TU Police Department, Athletics, Campus Life, Center for Student Diversity, student organizations, and academic building coordinators.
Utilizes communication and organizational tools including Banquet Event Orders (BEO), Social Tables, Smartsheet, ICS 204 forms and the 25Live reservations system. Ensures high level quality standards and customer service through pre-and-post meetings for major events and customer satisfaction surveys. Responsible for external Event Management, Marketing, and Sales. Provides leadership and direction for events in SECU Arena and the Sports Complex as well as external events and summer camps. Responsible for contract negotiations for external events. Works closely with the Office of the General Counsel to develop and revise contracts. Develops cost estimates based on event requirements and university standards. Develops strong relationships with external clients to ensure repeat business. Coordinates risk management assessments in close collaboration with TU Police Department. Maintains accurate and updated data including receipts of executed contracts, insurance certificates, and deposits by stipulated deadlines. Ensures training and certifications are completed for key staff members and student employees including Crowd Control Certification, Incident Command System 100 & 700 certification, International Association of Venue Managers Academy for Safety & Security levels 1 & 2, Child Abuse and Neglect, TIPS Alcohol Awareness, and Cardiopulmonary Resuscitation (CPR). Ensures events are managed within university policies, procedures, and state laws and guidelines. Ensures completion of Incident Command System 204 forms for all major and complex events. Maintains membership in University Risk Management & Insurance Association. Serves as University Safety Guidelines Committee Chair to determine appropriate staffing based on event type and size. Staffs the Command Center as needed during large complex events.
Works with the Financial Manager to establish the annual budget for ECS. Works in close collaboration with direct reports to monitor budgets and assess financial goals. Develops a budget for replacement of furniture, fixtures, equipment, and carpeting as needed. Updates the annual rate sheets for the University, Affiliated and Non University events and distributes to Event Managers, Finance Manager and operations personnel. Reviews and submits the financial analysis report for ECS. Reviews department ProCards (as the supervisor approver) to ensure compliance. Reviews all invoicing of events held at South Campus against each event contract for compliance and accuracy. Reviews Profit & Loss statements for all external major events held at the South Campus. Oversees the completion of the Unrelated Business Income Tax (UBIT) Report which is completed by the ECS Finance Manager.
Establishes effective communication with all facility tenants to provide announcements and updates. Ensures a daily maintenance, appearance, and sanitation inspection is completed for each of four venues currently managed by ECS (SECU Arena, Towson Center, University Union, and West Village Commons) with a copy sent to the AVP. Oversees the campus lost and found procedures working within state law and university guidelines. Completes annual Contingent 1 contracts periodically as required. Manages the SECU Naming Rights Agreement and annually sends updates to VP and AVP. Submits roadway signage requests to VP and AVP for approval to post for major events.
Updates the Organization Planning Guides annually including student planning video and quizzes. Maintains updated Construction Notes document to ensure ECS staff understand future availability for internal and external venue use. Distributes the monthly Towson Community Alliance/Towson Chamber of Commerce & SECU List of Non Athletic Events to key staff members. Participates in various campus-wide committees (i.e., Commencement, Substance Education Concerns, Storm Water Management, and Safety Guidelines). Completes Request for Proposal bids for key vendor service and rental contracts. Other duties as assigned by the Associate Vice President or Vice President.
Qualifications Bachelor's degree in Management, Business Administration, Hospitality or closely related field and five years of experience. The selected candidate must have knowledge of the hospitality industry, with specific experience in conference planning, technical and equipment needs, and management of large events. The selected candidate should have a commitment to continuous learning, development, and research on current (best) practices and the ability to work with a wide range of students, staff, and faculty in a diverse college setting.
Preferred: Master's degree in Management, Business Administration, Hospitality or closely related field. Contract administration, risk management, experience with sports complex events, summer camps and other large events.
A Criminal Background Investigation is required for the hired candidate and the results may impact employment.
Salary and Benefits Competitive salary and full University benefits that include 22 days of annual leave, up to 14 holidays, personal and sick days; excellent health, life, and retirement plans; and tuition remission. To learn more about our benefits, click here.
This position will be open for a minimum of 14 days. Cover letter and resume are requested, but not required.
Office of Human Resources 8000 York Road Towson, Maryland 21252-0001
Towson University is an Equal Opportunity Employer and has a strong institutional commitment to diversity. Women, minorities, persons with disabilities, and veterans are encouraged to apply. If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to:firstname.lastname@example.org.