Conference Services Manager

Required:Bachelor’s degreeDemonstrated supervision skillsDemonstrated leadership skillsWell-developed interpersonal skills and experience managing people,including comfort with diverse people and beliefsDemonstrated commitment to diversity, equity, and inclusionEmployment experience in a higher education setting Working Title:Conference Services Manager Compensation:$48,000-52,000 FTE:1.0 Legal Notices: FLSA Status:Exempt Employment Class:Non-Instructional Academic Staff Terms of Employment:12-month, annual, fixed-term renewable Preferred:Master’s degreeStrong writing skillsPrior problem solving and conflict resolution experienceDemonstrated administrative and organizational skillsKnowledge of conference services software 20% The Oshkosh Placement Exchange• Serve as the Co-chair for the annual Oshkosh PlacementExchangeConvention, which has been hosted by the Department of residenceLife for40 consecutive years• Serve as a member of the Oshkosh Placement exchange ExecutiveTeam,consisting of the Director of Residence Life, the two OPE chairs,and othermembers of the Department of Residence Life Management team• Serve as the Registration manager for the Oshkosh PlacementExchange forthe management of the registration process for all employeesand candidates• Co-facilitate the Oshkosh Placement Exchange Steering Committee,a 12-member strategic planning team responsible for the oversightand execution of the annual convention• Oversight of registration process for all candidates andemployers• Oversight, implementation and continued development ofproprietaryregistration program and management system to ensure properfunctionality and satisfaction by participants while working with ateam ofprogram developers.• Development and implementation of the communication system forOPEregistration processing; including email, voicemail and socialmedia.• Track and analyze data for OPE operations including numberofparticipants, number of interviews, number of interview spacesassigned toemployers and other data to provide future direction• Assist in all marketing and public relations initiatives onbehalf of OPE bytraveling to local, regional and national events. These eventsinclude tradeshow booth, presentations to groups at conference events and serveas theoverall public relations representative for OPE• Supervision of two student staff members within the OshkoshPlacementExchange Office in Gruenhagen Conference Center• Assist in the development of informational materials for the OPEoperation,both printed and electronic formats• Ensure that all OPE registration payments are entered on a timelybasis; alldeposits are made on a timely basis, are correctly credited toaccounts andthat all OPE candidates and employers have been paid-in-fullTotalpayments exceed $120,00 worth of revenue annually• Assignment of interview spaces for the OPE employers,includingdeveloping roasters, developing space layout diagrams andensuringaccuracy. Keeping accounts accurate and up-to-date counts as tothenumber of assigned and unassigned rooms• Update the content of the OPE website and serves as liaison forcontentmanagement, suggest improvement on the structure, and ongoingprocessof the OPE website with the Management Information Office inResidenceLife• Responsible for on-site registration area during the days of theconferenceitself. Including any trouble shooting of processes and serve asmain pointof contact for participants• Train Gruenhagen Conference Center desk staff in the registrationsystemto ensure that they know how to meet the needs of the OPEparticipants inareas such as information about the conference and the Oshkosharea,processing registrations, producing name tags, etc.20% Experimental Aircraft Association AirVenture on Campus LodgingProgram(EAA)• Direct supervision of two student Assistant Guest ReservationManagers;one year-round and one during summer• General supervision of two student Assistant Desk Managersduringsummer.• Management of room reservation process for about 2,000 roomsduringEAA AirVenture, serving about 5,000 guests housed during a 10-dayperiod• Develop and implement workflow system for EAA AirVenturereservationprocessing. These systems include: order processing; paymentprocessing;communication processing and tracking; efficiency and accuracy ofroomassignments, and general processes necessary to maintainaccuracy,efficiency, consistency, stability, and growth of the EAAAirVentureoperation• Serve as main contact for strategic planning, ongoingdevelopmentand implementation of proprietary reservation management systemwhileworking with a team of program developers. This system maintainsallguest contact information, reservation details, room specificationsand allpayment details; including all reports and reportingcapabilities• Develop and maintain training procedures and policies for overallandgeneral development of services for EAA AirVenture guests;includingtraining for year-round, summer, and event staff.• Hire, schedule and train of 15 Guest Reservation Employees hiredduringSummer months.• Develop and maintain a comprehensive training manual for EAAGuestReservation Center Workers• Provide all information to the EAA Desk Managers necessary forcheck inand check out• Prepare statistical data for EAA on the total number of bednights, totalnumber of cancellations, total number of reservations by date andrevenuerelated to overall reservations to analyze the operation• Prepare data and information related to the Unrelated BusinessIncome Tax(UBIT) report for the processing by the UW Oshkosh AdministrativeServicesoffice.• Management of all groups, typically over 30 different groups withthenumbers ranging from 10 to over 300 participants, for EAAincludingcontacting the group leader; confirming the number of roomsrequested; preparation of group contracts; collecting deposits;supplyingthe group leaders with roasters; and ensuring that the roastersarereturned on a timely basis• Meet the overall needs of the general planning,coordinationand execution of the EAA Lodging program on the UW Oshkoshcampus• Assign rooms for the EAA guests, including develop the roasterand ensureaccuracy. Keep accurate and up to date counts as to the numberofassigned and unassigned rooms• Manage the waitlist• Oversee the development of printed materials for the EAAoperation• Audit payments for EAA reservations to ensure that all paymentsarecorrectly credited to accounts and that all EAA guests are paid infull• Update the content of the EAA website and suggest improvements onthestructure of the website; work with the UW Oshkosh website managertoimplement the improvements• Determine and order signs needed for the Guest Reservationsoperationduring the days of the EAA AirVenture Convention12% Monitor All Housekeeping Operations• Hire, supervise, train, and evaluate Housekeeping ServicesSupervisor• Monitor hiring, supervision, training and evaluating ofhousekeeping crewworkers• Monitor procurement of all housekeeping supplies andequipment• Serve as a contact for coordinating of the ordering, turnover andlayover oflinen with contract vendor, Badger State Industries• Monitor and evaluate cost of linen charges with Badger StateIndustries• Oversee weekend clean-up processes and procedures• Oversee lodging room assignments for Gruenhagen Conference Centerandother residence halls, which includes coordination of building andfloorplacement• Serve as liaison for campus Facilities Management coordinationfor projectsduring the summer months10% Assist in the Management and Oversight of Conferences, Camps,Clinics,Conventions and Other Meetings• Oversee lodging rosters for all reservations as tracked withinSeattleTechnology Conference Programmer• Communicate and collaborate with fellow conference servicesmanagerialstaff related to all aspects of lodging roster management• Communicate and collaborate with both internal and externalclientsrelated to all aspects of lodging roster management• Serve as a member of the core staff team in managing,coordinating andexecuting our conference services operation.7% Responsible for the Financial Operations, Budget andContractAdministration of the Department of Residence Life ConferenceServices• Oversee the daily collection and deposit of revenue withinGruenhagenConference Center• Work with Finance Specialist to verify proper invoicing; paymentprocessingwith inter-campus departments and outside vendors and ensuringtimelypayment of invoices from group lodging, meeting space rental andotherservices provided• Purchasing through Central Stores, MDS and other outlets• Linen contract with Badger State Industries• Group reservation contracts for Experimental Aircraft AssociationOn-Campus Lodging Program6% General Responsibilities• Act as contact with Facilities Management and CustodialServices• Attend Department of Residence Life Conference Services corestaffmeetings, Department of Residence Life Central Staff meetings,ServiceLevel Agreement meetings with Academic Computing and OshkoshPlacement Exchange planning meetings• Uphold the spirit of customer service and the mission statementofGruenhagen Conference Center and the broader Department ofResidenceLife• Assist the Department of Residence Life Conference Services frontdeskstaff, building operations staff; manager on duty staff;Experimental AircraftAssociation AirVenture lodging staff and Oshkosh PlacementExchangestaff• Perform other duties assigned by the Director of GruenhagenConferenceCenter/Associate Director of Residence Life5% Supervise Building Operations• Direct supervision of the Building Operations Coordinator• Monitor staffing of Building Operations crew• Monitor procurement of all housekeeping and maintenance suppliesandequipment• Serve as contact for coordinating the ordering, turnover andlayover oflinen• Liaison with contracted vendor, Badger State Industries• Oversee linen ordering, delivery and return• Liaison with Facilities Management for coordination of projectswithinbuilding and throughout all residence halls in the summer• Oversee lodging room assignments, including coordination ofbuilding andfloor placements5% Liaison for Gruenhagen Conference Center with Other UW OshkoshCampusDepartments and Community Partners• Parking Services for processing of parking needs, parking permitsto be soldat the front desk and internal transfer of funds collected from thesale ofpermits• Facilities Management for coordination of building projectswithinGruenhagen Conference Center and other residence halls duringthesummer months• University Dining for the execution of comprehensive diningprogram forEAA AirVenture• Student Recreation and Wellness/Recreation Plex in theaccommodation oflodging needs for clients/guests using the facilities and resourcesof thethree complexes• Badger State Industries for the procurement and processing of alllinenused for camps and conferences• Office of Human Resources for hiring procedures andpolicies• Office of Academic Computing for updating of proprietaryprograms(FlyBy and OPE) and for the administration of the Service LevelAgreement• Represent Gruenhagen Conference Center as a member of theOshkoshConvention and Visitors Bureau Hospitality Marketing Group• Represent Gruenhagen Conference Center with the Oshkosh ChamberofCommerce5% Continuity of Operations Planning and Execution andEmergencyPreparedness within the Department of Residence Life and BroaderUniversityof Wisconsin Oshkosh• Serve as a member of the Continuity of Operations PlanningTeam• Coordinate tabletop exercises specifically related to ResidenceLifeConference Services• Attend and participate with community partners in theplanning,coordination and execution of emergency preparedness includingthefollowing: American Red Cross, Winnebago County, City ofOshkosh,Oshkosh Police Department, University Police Department andothers5% Serve as a Member of the Department of Residence Life CentralStaffLeadership Team• Attend and actively participate in weekly managementmeetings• Contribute to the overall daily coordination of the mission,values andvision of the Department of Residence Life• Actively participate in staff trainings in the area of diversityand inclusion• Service to the Department of Residence Life for opening dayactivities• Other duties as assigned by the Director of Residence Life5% Oversee Student Payroll and Temporary Staff Payroll andPersonnel Records• Oversee student and temporary staff payroll and personnelrecords• Liaison with the UW Oshkosh Office of Human Resources• On boarding of student and temporary staff members• Workflow processing related to student and temporary staffmembers• Assist in the academic compliance standards for all student staffmembers Responsibilities Official Title:Administrative Program Manager I Qualifications To Apply: Application Deadline: Position Summary:The Conference Services Manager serves as a member of theDepartment of Residence Life Conference Services Management Team(Gruenhagen Conference Center) and is directly responsible for theoversight of the Experimental Aircraft Association AirVenture OnCampus Lodging Program; co-leadership of the Oshkosh PlacementExchange higher education/student affairs placement conference;supervision of financial activities; personnel functions andmanagement activities; serving as a liaison and contact with vitalUW Oshkosh departments including, but not limited to: FacilitiesManagement, Custodial Services, Parking, Dining Services, StudentRecreation and Intercollegiate Athletic. This position will workclosely with the management, coordination and execution of a highquality conference services operation within the Department ofResidence Life on the UW Oshkosh campus, and in doing so, willbuild relationships with fellow university staff members anddepartments as well as external constituencies such as the OshkoshConvention and Visitors Bureau; the Oshkosh Chamber of Commerce,and the Experimental Aircraft Association CorporateHeadquarters. AA/EO StatementThe University of Wisconsin Oshkosh (UWO) is an equal opportunityand 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, incompliance with applicable laws and in furtherance of itscommitment to fostering an environment that welcomes and embracesdiversity, does not discriminate on the basis of race, color,national origin, religion, sex, sexual orientation, genderidentity/expression, disability, or protected veteran status.DEI StatementDiversity drives innovation, creativity, and progress. At theUniversity of Wisconsin Oshkosh, the culture, identities, lifeexperiences, unique abilities, and talents of every individualcontribute to the foundation of our success. Creating andmaintaining an inclusive and equitable environment is of paramountimportance to us. This pursuit prepares all of us to be globalcitizens who will contribute to the betterment of the world. We arecommitted to a university culture that provides everyone with theopportunity to thrive.Reasonable AccommodationsUWO provides reasonable accommodations to qualified individualswith disabilities who are employees or applicants for employment.Employment opportunities will not be denied because of the need tomake reasonable accommodations for a qualified individual with adisability. If you need assistance or accommodation in applyingbecause of a disability, please contact [email protected] or 920-424-1166.This job announcement and other material on this site will be madeavailable in alternate formats upon request to an individual with adisability.Confidentiality of Applicant MaterialsUWO is a State agency and subject to Wisconsin’s Open Records Law.UWO will not, however, reveal the identities of applicants whorequest confidentiality in writing except as may be required byWisconsin’s Open Records law. In certain circumstances, theidentities of “final candidates” and/or the identity of theappointed applicant must be revealed upon request.CBC & Reference Check PolicyAll candidates for employment are subject to a pre-employmentscreening which includes a criminal background check, workauthorization, and verification of education. It will also requireyou and your references to answer questions regarding sexualviolence and sexual harassment.Work AuthorizationThe University of Wisconsin Oshkosh does not offer H-1B or otherwork authorization visa sponsorship for this position. Candidatesmust be legally authorized to work in the United States at the timeof hire and maintain work authorization throughout the employmentterm.Annual Security and Fire Safety Report (Clery Act)For the UWO Annual Security and Fire Safety Reports (i.e., CleryReport), which includes statistics about reported crimes andinformation about campus security policies, see https://uwosh.edu/police/ , or callUWO Police Department, at (920) 424-1212 for a paper copy. Applicants must submit the following documents using the onlineapplication:Resume, cover letter, and contact information for 3 professionalreferencesFor questions regarding your application and additional options toapply, contact Human Resources at [email protected] or920-424-1166.The University of Wisconsin System is engaged in a Title andTotal Compensation (TTC) project to redesign job titles andcompensation structures. As a result of the TTC project, officialjob titles on current job postings may change in 2021. Job dutiesand responsibilities will remain the same. For more informationplease visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/. TO ENSURE CONSIDERATION: Applications received by March 25, 2021are ensured full consideration. Applications received afterthat date may be given consideration at the discretion of thesearch committee. Application materials will be evaluated and themost qualified applicants will be invited to participate in thenext step of the selection process. Incomplete and/or lateapplication materials may not receive consideration.If you have questions regarding this recruitment, or if you are notable to complete the application online due to a disability orsystem problem, please contact the Office of Human Resources. read more