Conference Manager

University of North Carolina at Charlotte, United States

Updated: 30 days ago
Location: Charlotte, NORTH CAROLINA
Job Type: FullTime
Deadline: ;

Position Information
General Information


Vacancy Open to All Candidates
Employment Type Permanent - Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 001201
NC Salary Grade Equivalency GN07
Classification Title University Program Associate
Working Title Conference Manager
Salary Range $40,350 - $50,438
Anticipate Hiring Range $40,350 - $45,000
FLSA Status Non Exempt
Division Student Affairs
Department Student Union Activities & Rec(Adm)
Work Unit Cone Center Conferences
Work Schedule
8:00 am – 5:00 pm; Monday – Friday with occasional evening and weekend hours required, as necessary.
Primary Purpose of Position
The Conference Manager serves as an integral part of the daily operation of the Conferences, Reservations and Event Services (CRES) program and responsible for the logistical coordination of meetings, conferences, camps and special events designed to meet the needs of the customer while adhering to State, University and departmental policies and procedures. The Conference Manager coordinates a variety of University facilities and services for events. This work is performed by utilizing various software programs to confirm space availability and make appropriate facility and services accommodations needed for the event. The Conference Manager works collaboratively with numerous constituencies including, but not limited to, Housing, Dining Services, Auxiliary Services, Police and Public Safety, Parking Services, Facilities Management, University Recreation, Athletics, etc. in order to coordinate services on behalf of the customer. The Conference Manager develops bid proposals/estimates and prepares accurate and thorough contracts and invoices for events. They must have the ability to work on multiple tasks simultaneously and demonstrate strong interpersonal and communication skills, both verbal and written. The Conference Manager must possess the ability to function professionally with frequent interruptions and deadlines, and must exhibit high-end customer service skills at all times.
Minimum Education/Experience
Required Minimum Qualifications:
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
University Preferred Qualifications:
Graduation from a four year college or university and one year of related experience; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Essential Job Duties
  • Responsible for the logistical coordination of meetings, conferences, camps and special events for both internal and external customers.
  • Work collaboratively with other staff members in Conferences, Reservations and Event Services (CRES) at all times to promote team unity, especially in times of high demand or vacations.
  • Maintain open communication with customers throughout the extent of the event process to discuss details ensuring that all needs and expectations are communicated and managed.
  • Develop in-depth understanding of the processes and policies within each service department directly involved in event execution (e.g. audio visual, food and beverage, set up, parking, housing, etc.) to be able to interpret and communicate these policies to customers.
  • Ensure all assigned space and resources are accurately reserved and are in compliance with state, University and CRES policies, procedures and regulations.
  • Conduct and/or attend informational meetings with on-campus service partners on a regular basis to ensure accurate event arrangements according to customer’s needs.
  • Gather and compile accurate and thorough event documentation including proposals, contracts and invoices for outlining the services required and compensation expected for facilities and services rendered.
  • Consult regularly with the customers on any changes to agreement and relay information in a timely manner to service partners.
  • Conduct and summarize customer service surveys, evaluations and program assessments to measure service effectiveness and offer recommendations for future improvements.
  • Develop and nurture strong working relationships across various campus departments in an effort to build solid and effective partnerships, accomplish objectives and foster innovation.
Other Work Responsibilities
  • Remain current and knowledgeable on services and products available in order to provide detailed explanation of resources to customers.
  • Ensure required forms/documents are completed, submitted and approved by established deadlines.
  • Ensure all scheduling fees, deposits and payments are received and recorded according to the University’s payment guidelines.
  • Maintain accurate and updated information on required documents, calendars and checklists.
  • Use knowledge, resources and delegated authority to provide resolutions to issues and problems.
  • Serve as back up for other CRES staff by answering telephones, assisting with walk-in inquiries, and accepting and entering reservation requests as needed.
  • Develop relationships with key vendors to establish future business (e.g. hotels, business organizations, community groups, etc.).
  • Demonstrate awareness of department’s global impact on the campus by informing the University community and customers of current and revised event policies and procedure that affect standard business practices through educational workshops and training sessions.
  • Uphold daily departmental expectations and ensure that services provided are at the highest possible level.
Departmental Preferred Experience, Skills, Training/Education
  • Bachelor’s Degree in Event Planning, Management, Hospitality or other related field.
  • 2-4 years experience in an event planning environment.
  • Excellent written and oral communication skills.
  • Outstanding customer service and client relations skills.
  • Proficiency in computer software including Microsoft Office and Google.
  • Ability to work with a diverse clientele.
  • Ability to multitask and conduct business in an active and constantly changing environment.
  • Previous experience working in an institution of higher education.
Necessary Licenses or Certifications
Work Location Cone University Center
Posting date 03/14/2024
Closing date 03/28/2024
Proposed Hire Date 05/01/2024
Contact Information
Special Notes to Applicants

Similar Positions