Manager, Conference and Events, Ancillary Services

at  The University of Calgary

Description
Conference and Event Management within Ancillary Services is currently seeking a Full-time Regular Manager, Conference and Events.
Reporting to the Associate Director of Food, Hotel and Conference Services, this position is accountable for the management of Conference and Events Management (CEM). This position leads the overall administrative, operational and financial management of the business unit. University spaces managed by CEM include classrooms for non-academic bookings, event spaces, green spaces and other University managed event spaces. The booking and execution of all outdoor events held on campus green spaces and any requests for filming and photography are managed and approved through this office. The Manager will provide leadership to a dynamic team to ensure the planning and delivery of Conference and Events is of the highest standard.
Direct reports include Event Planners, the Event Monitor, and a complement of recurring part time team members. In addition, this role is responsible for the effective execution of Conference business, both internal and academic conferences as well as external events on campus. Revenues for all catering, space fees and other services managed by CEM are collected and reconciled by CEM. Oversight for accurate and timely reconciliation of these accounts is the responsibility of the Manager of Conference and Events. Additionally, the coordination and vetting of any requests for filming and photography are be managed and approved through CEM.
The candidate must be highly skilled in collaborating with multiple groups and teams within the department and in the greater University community and be able to make sound decisions related to events that present risk or controversy for the institution. The Manager of Conference and Events will ensure that sustainable practices are embraced within all areas of their responsibility in keeping with the goals and objectives of the Campus Institutional Sustainability Strategy.

Summary of Key Responsibilities (job functions include but are not limited to):

• Lead a team of event professionals across various functions of Conference and Events Services
• Accountable for all aspects of the organizational structure and staffing model for the unit (inclusive of the operations and event management)
• Create an environment of support, knowledge sharing and cross training to exceed service expectations
• Provide coaching / professional development to team members
• Recruit, hire, develop, performance manage and terminate all direct report staff
• Recruit and hire all staff in a timely manner for the seasonal changes in operation
• Accountable for managing labor costs in accordance with the approved budget
• Accountable for the coordination of regular staff meetings and communication within the team
• Responsible for daily supervision which includes developing, evaluating and maintaining standards of operation for achievement of goals
• Serve as project leader on specific events, overseeing all aspects of the event and coordinating teams that plan, implement and manage event logistics
• Directly accountable for fostering highly motivated, goal focused, professional team
• Directly accountable for the oversight of high-profile University special events hosted and or organized by Conference & Event Management
• Accountable for Risk assessment and risk management for all events coordinated by CEM office
• Accountable for Film and Photography vetting and approval for the institution
• Initiate and lead meetings with stakeholders
• Provide guidance on events and policy interpretation
• Venue management of specific event spaces
• Procure and coordinate vendor services
• Negotiate and execute contracts
• Develop annual business and strategic plans for Conference and Event Management, track results and adjust strategy as required
• Develop annual Business Plan including financial and human resource projections, and specific proposals for new initiatives
• Develop and manage annual budgets
• Timely financial transactions, month-end reports and forecasting

• Prepare monthly progress reportsResponsible for effective stewardship of expenses and Budget Owner approvals

QUALIFICATIONS / REQUIREMENTS:

• University degree or college diploma in a related field is an asset
• Minimum 5 years Event management experience in the hospitality or food service industry is required
• Strong focus on team leadership
• Supervisory experience is required
• Ability to collaborate with colleagues in other departments
• Highly organized and detail-oriented, with proven ability to handle last-minute requests and changes
• Experience with contractual relationships
• Experience interpreting and applying local, provincial and organizational policies and procedures
• Previous experience in higher education
• Ability to manage a budget, ensure timely financial transactions and forecast expenses and sales
• Experience providing exceptional customer service to a diverse clientele, including handling special requests and resolving customer dissatisfaction
• Ability to work independently and as part of a team, be proactive and self-directed
• Excellent oral, written and interpersonal communication skills
• Demonstrated ability to develop and implement strategies to provide value-added service to the campus community
• Strong organizational and planning skills with the ability to establish priorities, manage multiple demands and meet deadlines
• Demonstrated ability to identify and analyze business needs and participate in the development of budgets, goals, objectives, and procedures, including aligning staff and resources to achieve targets
  The position requires experience in and strong motivation to work in a high volume, fast-paced customer service-oriented environment
  Proficiency in computer programs including Microsoft Office Suite, and general knowledge and comfort working with other hospitality systems is required
  The candidate must demonstrate the ability to work effectively in a complex environment and must have excellent communication and time management skills
  Application Deadline: February 18, 2025
  We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
  This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Lead a team of event professionals across various functions of Conference and Events Services
• Accountable for all aspects of the organizational structure and staffing model for the unit (inclusive of the operations and event management)
• Create an environment of support, knowledge sharing and cross training to exceed service expectations
• Provide coaching / professional development to team members
• Recruit, hire, develop, performance manage and terminate all direct report staff
• Recruit and hire all staff in a timely manner for the seasonal changes in operation
• Accountable for managing labor costs in accordance with the approved budget
• Accountable for the coordination of regular staff meetings and communication within the team
• Responsible for daily supervision which includes developing, evaluating and maintaining standards of operation for achievement of goals
• Serve as project leader on specific events, overseeing all aspects of the event and coordinating teams that plan, implement and manage event logistics
• Directly accountable for fostering highly motivated, goal focused, professional team
• Directly accountable for the oversight of high-profile University special events hosted and or organized by Conference & Event Management
• Accountable for Risk assessment and risk management for all events coordinated by CEM office
• Accountable for Film and Photography vetting and approval for the institution
• Initiate and lead meetings with stakeholders
• Provide guidance on events and policy interpretation
• Venue management of specific event spaces
• Procure and coordinate vendor services
• Negotiate and execute contracts
• Develop annual business and strategic plans for Conference and Event Management, track results and adjust strategy as required
• Develop annual Business Plan including financial and human resource projections, and specific proposals for new initiatives
• Develop and manage annual budgets
• Timely financial transactions, month-end reports and forecasting
• Prepare monthly progress reportsResponsible for effective stewardship of expenses and Budget Owner approval