Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
flexible schedule
Employee Discounts
Job Description
Millsaps College is a distinguished liberal arts institution situated on a picturesque 100-acre campus in the heart of Jackson, Mississippi, the state's capital and a thriving metropolitan area. Established in 1890 by members of the Methodist Church, Millsaps College has a long-standing tradition of academic excellence, fostering open inquiry, free expression, and the pursuit of knowledge deeply intertwined with faith and vocation. With a student enrollment of approximately 750 and a dedicated faculty of 80 full-time members, the college boasts a favorable faculty-to-student ratio of 1:9, promoting small class sizes averaging 14 students for personalized and engaging learning experiences. Recognized nationally for its academic prowess and value, Millsaps has produced numerous prestigious scholars, including Fulbright Award recipients, Rhodes Scholars, Goldwater Scholars, and Truman Scholars. The college is actively involved in NCAA Division III athletics, offering 18 intercollegiate sports and maintaining a vibrant campus life.
The Conference and Event Services Manager position at Millsaps College is a pivotal role within the Marketing & Communication Department, reporting directly to the Director of Communication. This position serves as the central coordinator for a wide range of campus events, including conferences, camps, weddings, facility rentals, and various special events. As the steward of the college's master events calendar, the manager ensures the seamless scheduling and efficient use of campus facilities, fostering collaboration across multiple departments such as Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology, and Admissions. The manager acts as the primary liaison for both internal stakeholders and external clients, overseeing all phases of event management from the initial inquiry through event execution and follow-up.
The role demands exceptional organizational skills to handle multiple projects concurrently, particularly during the summer when the campus experiences a peak in conference and camp activities. The Conference and Event Services Manager is responsible for coordinating logistical details including room setups, audiovisual needs, catering, signage, and parking, ensuring each event meets college policies and regulatory requirements. The position involves managing contracts, billing, deposits, and record-keeping to optimize facility rentals and generate revenue streams for the institution. Additionally, the manager supports recruitment opportunities by collaborating closely with the Office of Admissions to align conferences and community events with recruitment goals.
This position requires on-site work at the Jackson campus with standard office hours from 8:00 am to 4:30 pm, including a one-hour unpaid lunch break. Flexibility to work evenings, weekends, and occasional holidays is necessary to support major events and initiatives. The Conference and Event Services Manager must also possess strong interpersonal skills to build lasting relationships with campus partners, vendors, and community organizations, delivering exceptional customer service and creating positive event experiences for guests and constituents alike.
Overall, the Conference and Event Services Manager plays a critical role in ensuring that Millsaps College's campus events are professionally managed and supported, contributing significantly to the institution's reputation as a premier destination for conferences, educational camps, and special occasions. This position offers a competitive salary commensurate with experience and a comprehensive benefits package, reflecting the college's commitment to attracting and retaining highly qualified professionals dedicated to furthering its mission and community engagement.
The Conference and Event Services Manager position at Millsaps College is a pivotal role within the Marketing & Communication Department, reporting directly to the Director of Communication. This position serves as the central coordinator for a wide range of campus events, including conferences, camps, weddings, facility rentals, and various special events. As the steward of the college's master events calendar, the manager ensures the seamless scheduling and efficient use of campus facilities, fostering collaboration across multiple departments such as Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology, and Admissions. The manager acts as the primary liaison for both internal stakeholders and external clients, overseeing all phases of event management from the initial inquiry through event execution and follow-up.
The role demands exceptional organizational skills to handle multiple projects concurrently, particularly during the summer when the campus experiences a peak in conference and camp activities. The Conference and Event Services Manager is responsible for coordinating logistical details including room setups, audiovisual needs, catering, signage, and parking, ensuring each event meets college policies and regulatory requirements. The position involves managing contracts, billing, deposits, and record-keeping to optimize facility rentals and generate revenue streams for the institution. Additionally, the manager supports recruitment opportunities by collaborating closely with the Office of Admissions to align conferences and community events with recruitment goals.
This position requires on-site work at the Jackson campus with standard office hours from 8:00 am to 4:30 pm, including a one-hour unpaid lunch break. Flexibility to work evenings, weekends, and occasional holidays is necessary to support major events and initiatives. The Conference and Event Services Manager must also possess strong interpersonal skills to build lasting relationships with campus partners, vendors, and community organizations, delivering exceptional customer service and creating positive event experiences for guests and constituents alike.
Overall, the Conference and Event Services Manager plays a critical role in ensuring that Millsaps College's campus events are professionally managed and supported, contributing significantly to the institution's reputation as a premier destination for conferences, educational camps, and special occasions. This position offers a competitive salary commensurate with experience and a comprehensive benefits package, reflecting the college's commitment to attracting and retaining highly qualified professionals dedicated to furthering its mission and community engagement.
Job Requirements
- Ability to stand and walk for extended periods during events
- Ability to lift and carry up to 25 pounds
- Ability to traverse campus, including climbing stairs
- Valid driver’s license
- Ability to work occasional evenings, weekends and holidays as event schedules require
- Ability to work outdoors in varying weather conditions
- Ability to work some night or weekend hours to support events
Job Qualifications
- Bachelor’s degree in business, hospitality, communications, event management, marketing or a related field, or an equivalent combination of education and experience
- One to three years of experience in conference services, event management, hospitality, project management or a related field
- Excellent organizational and project management skills with exceptional attention to detail
- Strong written, verbal and interpersonal communication skills
- Demonstrated ability to manage multiple projects and priorities simultaneously
- Exceptional customer service and relationship-building skills
- Strong problem-solving skills with the ability to make sound decisions in a fast-paced environment
- Proficiency with Microsoft Office Suite and the ability to quickly learn new software platforms
- Experience using event management or room reservation software is preferred
- Ability to work collaboratively with diverse campus constituents, clients and vendors
- Ability to manage changing priorities and increased activity during the college’s peak conference and event season, particularly throughout the summer months
Job Duties
- Serve as the primary point of contact for conferences, camps, weddings, facility rentals and special events
- Coordinate all phases of event planning from initial inquiry through successful event completion
- Manage facility reservations and ensure campus spaces are scheduled efficiently and effectively
- Conduct client consultations and campus site visits
- Prepare proposals, contracts, rental agreements, invoices and event documentation
- Coordinate conferences, summer camps, weddings and external groups using college facilities
- Ensure all events comply with college policies, insurance requirements and applicable regulations
- Build strong relationships with internal departments, external organizations, vendors and community partners while delivering exceptional customer service
- Develop proposals and coordinate facility rental opportunities that maximize the use of campus facilities and generate revenue for the college
- Collaborate with the Office of Admissions to identify conferences, camps and community events that present recruitment opportunities, ensuring appropriate communication and coordination with the admissions team
- Serve as the steward of the college’s master campus events calendar, ensuring all events are accurately scheduled and communicated
- Manage the reservation and scheduling of campus facilities to maximize space utilization and minimize scheduling conflicts
- Maintain the college’s event management system (EMS), ensuring event details, room assignments and support service requests remain current and accurate
- Coordinate event schedules with academic departments and administrative offices to support effective campus operations
- Communicate scheduling updates and event changes to campus partners in a timely manner
- Develop and distribute weekly event schedules and operational reports for Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology and other support departments
- Lead operational planning for major campus events, serving as the central point of coordination before and during events
- Coordinate weekly planning meetings with Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology and other campus partners
- Ensure meeting and event spaces are properly prepared, configured and event-ready prior to guest arrival
- Coordinate room setups, audiovisual needs, catering, signage, parking and other event logistics
- Coordinate site coordinators and support personnel to ensure seamless event execution
- Serve as the on-site event manager for major campus events, conferences and special programs
- Monitor events and proactively resolve operational issues to provide an outstanding experience for guests and campus constituents
- Manage conference and event contracts, billing, deposits and payment tracking
- Maintain reservation records, event documentation and operational reports
- Recommend improvements to conference services policies, procedures and workflows
- Identify opportunities to improve efficiency, customer service and the overall conference experience
- Assist in promoting Millsaps College as a destination for conferences, meetings, camps, weddings and special events
- Supervise student employees as assigned
- Perform other duties as assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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