Yale University
Location
New Haven, CT | United States
Job description
1. Manage and advise clients while developing budgets which can include housing, meeting space, food and beverage, administrative fees, transportation, online registration programming, hotel rates, audio visual services, IT support, custodial, telecommunications, contingency funding and taxation. Implement, monitor and update program budgets as plans develop. Advise clients regarding line item expenses and ensure that funding sources are sufficient to cover the program budget. Create final forecasts, reconcile budgets for invoicing and ensure all charges are accounted for, accurate and explained properly. 2. Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, RIS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Negotiate pricing and services with facilities and suppliers. 3. Initiate and respond to new and recurring program requests. Work with client to develop program content if applicable, secure facilities and determine service provider needs. Ensure that the experience of program participants and guests meets Yale's standard of excellence. 4. Provide comprehensive on-site management as dictated by program. Provide high-level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed. 5. Work with executive staff of department to propose new business models and potentially pilot new programs which could enhance Yale's revenue potential and increase level of services offered. 6. In conjunction with the executive team, create marketing plans for existing and potential clients that enhance visibility, enrollment, and strengthen overall programs. Meet sales revenue targets if applicable. 7. Recruit, hire, train, lead, and supervise full-time summer staff and part-time students throughout the year. Direct staff to carry out all aspects of program management, which includes, but is not limited to; client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and onsite coordination. Determine staff schedules with daily oversight of performance. 8. Cultivate and develop beneficial relationships with internal and external service providers. Serve as a liaison with numerous university departments and external organizations. Communicate department's on-going program activity to Yale departments and community that may be affected. 9. Utilize industry software applications and event management database systems. Generate reports and create invoices. Create, test, and monitor all online conference registration forms using web-based registration system. Prepare and review standard and ad hoc registration reports for internal and external users. 10. Respond to safety issues working with Yale Security and Yale Police. Notify Yale Health and local health official regarding any public health issues of program participants. Respond accordingly for any and all medical emergencies and liabilities. 11. Perform other duties as assigned.
Required Skill/ability 1: Detail oriented and well-developed organizational, analytical, and interpersonal skills. Strong written and verbal communication. Ability to work successfully in a fast paced and changing environment. Works calmly under pressure. Commitment to an inclusive workplace.
Required Skill/ability 2: Advanced knowledge of current best practices of event planning. Ability to represent YSN in dealing with prominent guests, vendors, participants and faculty.
Required Skill/ability 3: Demonstrated professional judgement. Proven ability to anticipate potential issues, work independently, and solve problems. Proven customer service focus.
Required Skill/ability 4: Ability to set and manage priorities for self and others and juggle multiple projects, moving them forward simultaneously.
Required Skill/ability 5: Demonstrated ability managing hospitality vendors such as caterers, musicians, and rental companies.
Preferred Education: Experience managing University events with demonstrated ability to work across multiple academic constituencies such as faculty and students. Familiarity with Yale and/or local event logistics vendors. Familiarity with tools such as C-Vent, Zoom Webinar, Workday and EMS.
Work Week: Standard (M-F equal number of hours per day)
Posting Position Title: Conferences and Events Manager
University Job Title: Events Manager
Preferred Education, Experience and Skills: Experience managing University events with demonstrated ability to work across multiple academic constituencies such as faculty and students. Familiarity with Yale and/or local event logistics vendors. Familiarity with tools such as C-Vent, Zoom Webinar, Workday and EMS.
Bachelor's Degree in related field and five years of related experience; or an equivalent combination of education and experience. Program development, high end program management, and/or sales. 1-3 years supervising staff.
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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