Program Director - Yale Conferences & Events

01-Feb-2024

YC&E - Summer Conferences

86428BR

University Job Title

Conferences and Events Manager

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

55 Whitney Avenue
New Haven, CT 06510

Position Focus:

As a member of the Yale Conferences and Events department and reporting to the Associate Director for Events & Program Administration, the Program Director is responsible for securing revenue generating programs, fortifying client relationships that enhance Yale's academic and financial mission, and identify operational solutions that reduce overhead cost while creating greater operational efficiencies. Initiates and develops all aspects of the conference, event or program budget, and works with the client to evaluate the appropriate price structure while managing internal and external service providers. 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. Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers; including but not limited to Yale Dining, Yale Catering, Media Services, Security, YPPS, 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. 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. 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 the level of services offered. Recruit, hire, train, lead, and supervise full-time summer staff and part-time students throughout the year. 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 on-site coordination. Cultivate and develop beneficial relationships with internal and external service providers and organizations. Communicate department's ongoing program activity to Yale departments and community that may be affected. Utilize Salesfore, Cvent and StarRez event management database systems. Respond accordingly for any and all medical emergencies and liabilities.

Essential Duties

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 Education and Experience

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.

Required Skill/Ability 1:

Flexible, energetic, creative, entrepreneurial leader, with strong consensus-building skills. Talented problem solver. Excels in fast-paced, results-oriented, customer service-focused setting. Highly proficient at managing multiple priorities while exceeding client expectations.

Required Skill/Ability 2:

Proven ability to build and maintain influence and trust with a wide array of clients and constituencies and to work collaboratively and independently in an organized and productive manner.

Required Skill/Ability 3:

Strong written, editing, and oral communication skills; ability to think analytically and quantitatively to formulate budgets. Superior interpersonal and negotiation skills with ability to work with a range of individuals to adapt and exceed customer expectations.

Required Skill/Ability 4:

Strong work ethic and ability to work in a team-oriented environment. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Flawless attention to detail.

Required Skill/Ability 5:

Highly proficient in utilization of Microsoft Office suite (Word, Excel, PowerPoint), and various technologies and software: i.e., Drupal, FileMaker, Adobe Illustrator, and InDesign.

Preferred Education, Experience and Skills:

Experience in a for-profit setting. Advanced knowledge of hospitality industry. Marketing, sales, and communications experience.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus