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Conference Services Manager

Apply now Job no: 498207
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Working Title: Conference Services Manager
Official Title: Administrative Program Manager I
Employment Class: Non-Instructional Academic Staff
FTE: 1.0
Compensation: $48,000-52,000
FLSA Status: Exempt
Terms of Employment: 12-month, annual, fixed-term renewable
Position Summary: The Conference Services Manager serves as a member of the Department of Residence Life Conference Services Management Team (Gruenhagen Conference Center) and is directly responsible for the oversight of the Experimental Aircraft Association AirVenture On Campus Lodging Program; co-leadership of the Oshkosh Placement Exchange higher education/student affairs placement conference; supervision of financial activities; personnel functions and management activities; serving as a liaison and contact with vital UW Oshkosh departments including, but not limited to: Facilities Management, Custodial Services, Parking, Dining Services, Student Recreation and Intercollegiate Athletic. This position will work closely with the management, coordination and execution of a high quality conference services operation within the Department of Residence Life on the UW Oshkosh campus, and in doing so, will build relationships with fellow university staff members and departments as well as external constituencies such as the Oshkosh Convention and Visitors Bureau; the Oshkosh Chamber of Commerce, and the Experimental Aircraft Association Corporate Headquarters.
Responsibilities

20% The Oshkosh Placement Exchange

• Serve as the Co-chair for the annual Oshkosh Placement Exchange

Convention, which has been hosted by the Department of residence Life for

40 consecutive years

• Serve as a member of the Oshkosh Placement exchange Executive Team,

consisting of the Director of Residence Life, the two OPE chairs, and other

members of the Department of Residence Life Management team

• Serve as the Registration manager for the Oshkosh Placement Exchange for

the management of the registration process for all employees

and candidates

• Co-facilitate the Oshkosh Placement Exchange Steering Committee, a 12-

member strategic planning team responsible for the oversight

and execution of the annual convention

• Oversight of registration process for all candidates and employers

• Oversight, implementation and continued development of proprietary

registration program and management system to ensure proper

functionality and satisfaction by participants while working with a team of

program developers.

• Development and implementation of the communication system for OPE

registration processing; including email, voicemail and social media.

• Track and analyze data for OPE operations including number of

participants, number of interviews, number of interview spaces assigned to

employers and other data to provide future direction

• Assist in all marketing and public relations initiatives on behalf of OPE by

traveling to local, regional and national events. These events include trade

show booth, presentations to groups at conference events and serve as the

overall public relations representative for OPE

• Supervision of two student staff members within the Oshkosh Placement

Exchange Office in Gruenhagen Conference Center

• Assist in the development of informational materials for the OPE operation,

both printed and electronic formats

• Ensure that all OPE registration payments are entered on a timely basis; all

deposits are made on a timely basis, are correctly credited to accounts and

that all OPE candidates and employers have been paid-in-full Total

payments exceed $120,00 worth of revenue annually

• Assignment of interview spaces for the OPE employers, including

developing roasters, developing space layout diagrams and ensuring

accuracy. Keeping accounts accurate and up-to-date counts as to the

number of assigned and unassigned rooms

• Update the content of the OPE website and serves as liaison for content

management, suggest improvement on the structure, and ongoing process

of the OPE website with the Management Information Office in Residence

Life

• Responsible for on-site registration area during the days of the conference

itself. Including any trouble shooting of processes and serve as main point

of contact for participants

• Train Gruenhagen Conference Center desk staff in the registration system

to ensure that they know how to meet the needs of the OPE participants in

areas such as information about the conference and the Oshkosh area,

processing registrations, producing name tags, etc.

20% Experimental Aircraft Association AirVenture on Campus Lodging Program

(EAA)

• Direct supervision of two student Assistant Guest Reservation Managers;

one year-round and one during summer

• General supervision of two student Assistant Desk Managers during

summer.

• Management of room reservation process for about 2,000 rooms during

EAA AirVenture, serving about 5,000 guests housed during a 10-day period

• Develop and implement workflow system for EAA AirVenture reservation

processing. These systems include: order processing; payment processing;

communication processing and tracking; efficiency and accuracy of room

assignments, and general processes necessary to maintain accuracy,

efficiency, consistency, stability, and growth of the EAA AirVenture

operation

• Serve as main contact for strategic planning, ongoing development

and implementation of proprietary reservation management system while

working with a team of program developers. This system maintains all

guest contact information, reservation details, room specifications and all

payment details; including all reports and reporting capabilities

• Develop and maintain training procedures and policies for overall and

general development of services for EAA AirVenture guests; including

training for year-round, summer, and event staff.

• Hire, schedule and train of 15 Guest Reservation Employees hired during

Summer months.

• Develop and maintain a comprehensive training manual for EAA Guest

Reservation Center Workers

• Provide all information to the EAA Desk Managers necessary for check in

and check out

• Prepare statistical data for EAA on the total number of bed nights, total

number of cancellations, total number of reservations by date and revenue

related to overall reservations to analyze the operation

• Prepare data and information related to the Unrelated Business Income Tax

(UBIT) report for the processing by the UW Oshkosh Administrative Services

office.

• Management of all groups, typically over 30 different groups with the

numbers ranging from 10 to over 300 participants, for EAA including

contacting the group leader; confirming the number of rooms

requested; preparation of group contracts; collecting deposits; supplying

the group leaders with roasters; and ensuring that the roasters are

returned on a timely basis

• Meet the overall needs of the general planning, coordination

and execution of the EAA Lodging program on the UW Oshkosh campus

• Assign rooms for the EAA guests, including develop the roaster and ensure

accuracy. Keep accurate and up to date counts as to the number of

assigned and unassigned rooms

• Manage the waitlist

• Oversee the development of printed materials for the EAA operation

• Audit payments for EAA reservations to ensure that all payments are

correctly credited to accounts and that all EAA guests are paid in full

• Update the content of the EAA website and suggest improvements on the

structure of the website; work with the UW Oshkosh website manager to

implement the improvements

• Determine and order signs needed for the Guest Reservations operation

during the days of the EAA AirVenture Convention

12% Monitor All Housekeeping Operations

• Hire, supervise, train, and evaluate Housekeeping Services Supervisor

• Monitor hiring, supervision, training and evaluating of housekeeping crew

workers

• Monitor procurement of all housekeeping supplies and equipment

• Serve as a contact for coordinating of the ordering, turnover and layover of

linen with contract vendor, Badger State Industries

• Monitor and evaluate cost of linen charges with Badger State Industries

• Oversee weekend clean-up processes and procedures

• Oversee lodging room assignments for Gruenhagen Conference Center and

other residence halls, which includes coordination of building and floor

placement

• Serve as liaison for campus Facilities Management coordination for projects

during the summer months

10% Assist in the Management and Oversight of Conferences, Camps, Clinics,

Conventions and Other Meetings

• Oversee lodging rosters for all reservations as tracked within Seattle

Technology Conference Programmer

• Communicate and collaborate with fellow conference services managerial

staff related to all aspects of lodging roster management

• Communicate and collaborate with both internal and external clients

related to all aspects of lodging roster management

• Serve as a member of the core staff team in managing, coordinating and

executing our conference services operation.

7% Responsible for the Financial Operations, Budget and Contract

Administration of the Department of Residence Life Conference Services

• Oversee the daily collection and deposit of revenue within Gruenhagen

Conference Center

• Work with Finance Specialist to verify proper invoicing; payment processing

with inter-campus departments and outside vendors and ensuring timely

payment of invoices from group lodging, meeting space rental and other

services provided

• Purchasing through Central Stores, MDS and other outlets

• Linen contract with Badger State Industries

• Group reservation contracts for Experimental Aircraft Association On-

Campus Lodging Program

6% General Responsibilities

• Act as contact with Facilities Management and Custodial Services

• Attend Department of Residence Life Conference Services core staff

meetings, Department of Residence Life Central Staff meetings, Service

Level Agreement meetings with Academic Computing and Oshkosh

Placement Exchange planning meetings

• Uphold the spirit of customer service and the mission statement of

Gruenhagen Conference Center and the broader Department of Residence

Life

• Assist the Department of Residence Life Conference Services front desk

staff, building operations staff; manager on duty staff; Experimental Aircraft

Association AirVenture lodging staff and Oshkosh Placement Exchange

staff

• Perform other duties assigned by the Director of Gruenhagen Conference

Center/Associate Director of Residence Life

5% Supervise Building Operations

• Direct supervision of the Building Operations Coordinator

• Monitor staffing of Building Operations crew

• Monitor procurement of all housekeeping and maintenance supplies and

equipment

• Serve as contact for coordinating the ordering, turnover and layover of

linen

• Liaison with contracted vendor, Badger State Industries

• Oversee linen ordering, delivery and return

• Liaison with Facilities Management for coordination of projects within

building and throughout all residence halls in the summer

• Oversee lodging room assignments, including coordination of building and

floor placements

5% Liaison for Gruenhagen Conference Center with Other UW Oshkosh Campus

Departments and Community Partners

• Parking Services for processing of parking needs, parking permits to be sold

at the front desk and internal transfer of funds collected from the sale of

permits

• Facilities Management for coordination of building projects within

Gruenhagen Conference Center and other residence halls during the

summer months

• University Dining for the execution of comprehensive dining program for

EAA AirVenture

• Student Recreation and Wellness/Recreation Plex in the accommodation of

lodging needs for clients/guests using the facilities and resources of the

three complexes

• Badger State Industries for the procurement and processing of all linen

used for camps and conferences

• Office of Human Resources for hiring procedures and policies

• Office of Academic Computing for updating of proprietary programs

(FlyBy and OPE) and for the administration of the Service Level Agreement

• Represent Gruenhagen Conference Center as a member of the Oshkosh

Convention and Visitors Bureau Hospitality Marketing Group

• Represent Gruenhagen Conference Center with the Oshkosh Chamber of

Commerce

5% Continuity of Operations Planning and Execution and Emergency

Preparedness within the Department of Residence Life and Broader University

of Wisconsin Oshkosh

• Serve as a member of the Continuity of Operations Planning Team

• Coordinate tabletop exercises specifically related to Residence Life

Conference Services

• Attend and participate with community partners in the planning,

coordination and execution of emergency preparedness including the

following: American Red Cross, Winnebago County, City of Oshkosh,

Oshkosh Police Department, University Police Department and others

5% Serve as a Member of the Department of Residence Life Central Staff

Leadership Team

• Attend and actively participate in weekly management meetings

• Contribute to the overall daily coordination of the mission, values and

vision of the Department of Residence Life

• Actively participate in staff trainings in the area of diversity and inclusion

• Service to the Department of Residence Life for opening day activities

• Other duties as assigned by the Director of Residence Life

5% Oversee Student Payroll and Temporary Staff Payroll and Personnel Records

• Oversee student and temporary staff payroll and personnel records

• Liaison with the UW Oshkosh Office of Human Resources

• On boarding of student and temporary staff members

• Workflow processing related to student and temporary staff members

• Assist in the academic compliance standards for all student staff members

Qualifications  
Required: Bachelor's degree
Demonstrated supervision skills
Demonstrated leadership skills
Well-developed interpersonal skills and experience managing people, including comfort with diverse people and beliefs
Demonstrated commitment to diversity, equity, and inclusion
Employment experience in a higher education setting
Preferred: Master's degree
Strong writing skills
Prior problem solving and conflict resolution experience
Demonstrated administrative and organizational skills
Knowledge of conference services software
To Apply:

Applicants must submit the following documents using the online application:

Resume, cover letter, and contact information for 3 professional references

 

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by March 25, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at (920) 424-1212 for a paper copy.

 

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Contact Us

recruitment@uwosh.edu
920-424-1166

Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or afaction@uwosh.edu.