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Job Standard for Conference Services, Supervisor

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Employee Name:

Employee ID:

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How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
  2. Click “View in Google Docs/Download” and download to Word.
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#

Conference Services, Supervisor Overview

  • Work Type: Professional
  • Job Code: 75398
  • Pay Grade: P5
  • FLSA Status: Exempt
  • Career Level: Supervisor
  • Family: Student Services
  • Function: Student Activities & Services

Purpose

Coordinates all staff responsible for event services coordination and oversees daily operation and communication with key event partners. Also leads team members in the training and efficient utilization of reservation and diagramming software.

Level Scope

Provides immediate supervision to a unit or group of operational or technical employees. Sets and delegates day-to-day tasks to achieve operational objectives. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or campus policies, procedures, and defined internal controls. Problems typically involve a single area, process or constituent group. Ensures accountability and stewardship of campus resources (operational, financial, and human) in compliance with departmental standards and procedures.

Minimum Qualifications

Bachelor’s Degree or equivalent experience

Knowledge, Skills, and Abilities

  • Ability to make independent decisions in the best interest of the facility/department.
  • Knowledge of Risk Management policies, procedures and principles
  • Ability to make quick, rational decisions.
  • Working knowledge of event scheduling methods, facility use agreements, event planning process and food service management.
  • Ability or capacity to recruit, hire, train, mentor and evaluate student and full-time staff;.
  • Organization and coordination of event staff and event logistics.
  • Must have computer skills and understanding of software computer systems and Google Applications.
  • Excellent communication skills to work. as a high level customer service representative for event patrons.
  • Experience managing budgets

Essential Functions

Key Responsibilities

60% of Time the Conference Services, Supervisor must:

  • Coordinates, collects, organizes and distributes information from event and conference planners and staff from University Dining Services (Catering Director and Chef),custodial and set-up crew, audiovisual, parking and security, evening and weekend managers, and others relevant to the event planning process.
  • Meets with clients to determine needs and provide technical assistance in the planning stages of each conference and event
  • Determines appropriate fee schedules and/or negotiates rates charged from multi-tiered fee schedules
  • Administers marketing and promotion plans for a comprehensive conference program.
  • Develops and implements procedures and standards for the University Event Services unit of the Student Union including one stop shop services.
  • Trouble-shoots issues/challenges that arise with the software on behalf of the department.
  • Oversees weekly billing process that incorporates charges for all services provided by Boise State.
  • Prepares reports for facility usage optimization, event and customer summaries, invoice reports, assesses event evaluations and incorporates suggestions into future planning.

35% of Time the Conference Services, Supervisor

Determined by department needs

5% of Time the Conference Services, Supervisor

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Not applicable

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.