Conference Service Coordinator Jobs in Kansas (NOW HIRING)

University Overview

MidAmerica Nazarene University (MNU) is a private, liberal arts-oriented university with a variety of undergraduate, graduate, and adult education programs, accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools. Located in the Kansas City metropolitan area, MNU seeks to educate students to serve with purpose within the educational context of the liberal arts, and a Wesleyan-Holiness theological perspective. MNU has an enrollment of approximately 1500 students with half considered traditional residential students. For more information about MNU, see our website: www.mnu.edu.

Responsible to: Vice President, University Advancement (UA)

Purpose: Events & Conference Services (ECS) provides leadership and resource support to campus-hosted and university-sponsored events in alignment with the university’s vision and values. The Director of ECS will ensure that all university clients – both internal and external – receive professional, efficient, and Christlike customer service throughout the course of their event planning and implementation. The Director of ECS is charged with positioning ECS as a financially viable University asset through resource stewardship and revenue generation that further affirms and enables the University’s mission. This position will serve as Director of the Bell Cultural Events Center (BCEC), overseeing the BCEC’s dual role as the academic home for the Department of Fine and Performing Arts (DFPA) and as the University’s premier event hosting venue. This position will also serve as the Director of the Cunningham Student Center (CSC), in conjunction with The VP of Student Development, overseeing the buildings’ dual role as the home of Residential life and an event hosting venue.

Essential Duties and Responsibilities:

General Events & Conference Services Management

• Create and maintain campus-wide master calendar to ensure comprehensive, accurate, and timely communication of campus events and facility usage to university personnel and, as applicable, to the general public
• Develop and maintain a comprehensive event management reservation system, integrated throughout multiple campus departments and facilities.
• Provide logistical support to university sponsored events (e.g., President’s Honors, homecoming, commencement, Foundation Golf Classic, MAX, etc.) as requested by and in consultation with the sponsoring department/office.
• Ensure that all university and non-university clients receive professional, timely, and efficient client support throughout the duration of their event, from initial recruitment through post-event invoicing and follow up.
• Compile comprehensive client resumes for internal ECS reference and for distribution to campus service providers, such as facility services, housekeeping, information technology, campus safety, residential life, Pioneer College Caterers, MNU productions, admissions, marketing, and facility managers
• Liaison with campus service providers and other entities pertaining to contracted client usage/occupancy:
  • Facility services / Housekeeping / Grounds
  • Information Technology (IT)
  • Campus Safety
  • Pioneer College Caterers (PCC)
    • In cooperation with PCC leadership, establish standard menus and pricing matrices, communication protocols, service standards and guidelines, and PCC rebate commitments.
  • Admissions
  • Residential Life
    • In cooperation with residential life leadership, establish communication protocols, usage parameters and timelines, and occupancy guidelines.
  • MNU Productions
  • Marketing and Communications
  • Venue specific facility/office managers – Cook Center, Copeland Athletic Complex, Mabee Library, Cunningham Student Center, College Church of the Nazarene, and other classroom/recreational facilities.
• Liaison with external vendors/service providers pertaining to ECS usage; develop/maintain any “preferred vendor” relationships and/or discounted pricing:
  • Bedding/Linen materials
  • Commercial laundry service
  • Event rental (tables, chairs, tents, catering supplies, etc.)
  • Production companies / independent contractors (AV-specific)
  • Commercial equipment (generators, lifts, etc.)
  • Vehicle rental (shuttle vans, golf carts, etc.)
• Administer summer conference programming in collaboration with ECS Client Services team.

Bell Cultural Events Center Management

• Serve as BCEC director, overseeing the BCEC’s dual role as the university’s premier event hosting venue and as the academic home for the DFPA.
• Represent BCEC throughout university structure, among local/regional arts partners, and to denominational entities
• Maintain regular communication with DFPA Chair and BCEC staff to ensure prioritization of department academic and performance utilization and effective support of all DFPA programming.
• Relying on BCEC staff for day-to-day coordination, provide administration of the BCEC Box Office.
• Supervise any BCEC specific personnel.
• Serve as a member of the BCEC Advisory Committee.
• In collaboration with BCEC staff and BCEC Advisory Committee, create and maintain BCEC policy/procedure manual to provide structure/parameters to usage prioritization, client usage guidelines, and internal operations.
• Administer any negotiated sponsorship or patronage program.
• Attend DFPA faculty meetings when requested.

Cunningham Student Center Management

• Serve as CSC director, in conjunction with The VP of Student Development, overseeing the buildings’ dual role as the home of Residential life and an event hosting venue.
• Represent CSC throughout university structure, among local/regional organizations, and to denominational entities.
• Maintain regular communication with Student Development and CSC staff to ensure effective support for residential life in, and around, the building.
• Rely on CSC staff for day-to-day coordination.
• Supervise any CSC specific personnel.

Financial Management

• Develop/maintain ECS, CSC, and BCEC operating budget, including fiscal year revenue/expense projection.
• Develop/maintain ECS, CSC, and BCEC pricing structures (facility usage, lodging, meal service) and usage guidelines/standards, ensuring that university is positioned competitively within community, metropolitan, and denominational markets.
• Actively recruit new ECS, CSC, and BCEC clients with an emphasis on growing our clientele portfolio, leveraging available university resources, and maximizing revenue generation.
• Execute/Authorize usage agreements and contracts with all external clients.
• Execute/Authorize invoicing and deposit procedures for all external client fees.
• Authorize all ECS, CSC, and BCEC budget expenditures, including all equipment expenditures.
• Provide financial reports as requested by VP, University Advancement, CFO, or Finance dept.
• Develop and present for funding, periodic capital expenditure requests necessary to support ongoing ECS, CSC, and BCEC operations.
• Ensure that current sales tax is collected for payment when applicable; ensure that proper documentation is received from any client claiming sales tax exemption.

Personnel Management

• Hire, supervise, and monitor performance of all ECS employees.
• Hire additional professional support personnel as needed (e.g., freelance contractors, etc.).
• Hire, supervise, and monitor performance of all student workers throughout the school year.

Risk Management

• Serve as a member of the university’s Emergency Operation Committee.
• Maintain ECS emergency preparedness through regular review of emergency procedures, including designated evacuation routes, shelter locations, and response protocols for all client-occupied campus facilities.
• Ensure that clients are informed of campus-wide and facility specific emergency protocols.
• Monitor circumstances (weather, local/regional, geopolitical, etc.) that may trigger implementation of emergency response strategies.
• In collaboration with other campus personnel, provide leadership during emergency scenarios.
• Ensure that ECS personnel are informed/trained/certified in applicable risk management procedures, such as CPR, AED, and Title IX guidelines.
• Ensure that current and sufficient insurance documentation is received from all contracted clients.

Marketing and Promotion

• Develop/maintain ECS marketing collateral (electronic/print) including menu of campus services and resources, facility specifications (dimension, configurations, capacities), and campus maps.
• When appropriate, ensure that all ECS, CSC, and BCEC events (including DFPA programming) are effectively promoted via university and public channels, such as direct marketing, alumni/patron communication, and social media presence.
• Liaison on behalf of university, ECS, CSC, and BCEC with off-campus entities
  • Olathe Chamber of Commerce
  • Olathe Convention and Visitors Bureau
  • Church of the Nazarene denominational organizations
  • Kansas City Arts Council (BCEC specific)
  • Others as may be identified and/or required

Other

• At all times, represent ECS and University in a professional, Christ-like manner.
• Maintain consistent communication with ECS, CSC, BCEC team, DFPA chair, and University Advancement leadership.
• Provide supplemental presence at ECS-affiliated events (including BCEC programming) as necessary or when appropriate.
• Provide supplemental event support as may be requested/needed outside of “normal” working hours during special University events and/or during peak client occupancy
• Maintain a flexible work schedule – heavily evenings and weekends during the academic year, as necessitated by University programming and other usage … and, during summer months, as required by client programming
• Perform other duties as assigned

Qualifications:

Education and/or Experience:

• Bachelor’s degree preferred
• 1-2 years of experience. Experience in higher education is a plus but not required.
• Microsoft Office: computer and phone skills
• Strong communication and organization skills required, including the ability to engage coworkers, clients, and guests (general public) clearly and professionally Ability to interact and work with others, and under time constraints and deadlines
• Ability to occasionally lift/carry/move objects up to 40 lbs., occasionally more.

Application: Please include the following documentation when applying:

• Resume
• Cover Letter
• Personal Statement of Faith - see below

Questions regarding the application may be directed to the HR specialist, Abigail Harris, at abrubaker@mnu.edu.

Statement of Faith: MidAmerica Nazarene University is an intentionally Christian Community and desires that all employees in positions of leadership reflect a foundational Christian position in word, attitude, and action.  While there is no predetermined length or format for the Personal Statement of Faith, the norm is a one- or two-page narrative document describing the applicant’s central Christian beliefs, significant formative influences in the applicant’s Christian experience (e.g., religious experiences of conversion or the affirmation of one’s faith, one’s family and/or home life, spiritual aspirations), and ways in which the applicant’s faith is being demonstrated in daily patterns and practices.

Review of applications begins immediately and will continue until the position is filled.

MidAmerica Nazarene University is interested in reviewing applications from qualified members of traditionally underrepresented groups in America, including women and racial and ethnic minorities. MidAmerica Nazarene University policy prohibits discrimination on the basis of race, sex, religion, * age, color, creed, national or ethnic origin, marital status, disability, genetic information, or any other legally protected class in the recruitment and admission of students, in the hiring process, during employment, and in the operation of all university programs, activities, and services.

*Christian faith and employment at MidAmerica Nazarene University: MidAmerica Nazarene University is an expression of the Church of the Nazarene. It reserves the right to prefer employees on the basis of religion (Title VII, Section 702-703, U.S. Civil Rights Act of 1964). Preferred candidates demonstrate a strong commitment to the Christian faith, active participation in a local church, and a philosophy of Christian higher education consistent with the Wesleyan tradition.

Read the university’s full Non-Discrimination/Equal Employment Opportunity Statement at www.mnu.edu/employment.