Associate Director, University Events and Conference Services

Company: Bryant University
Location: Smithfield
Posted on: April 18, 2025

Job Description:

Bryant University

Please make an application promptly if you are a good match for this role due to high levels of interest.

Associate Director, University Events and Conference Services

Full-Time



Position Summary

The University Events and Conference Services Office is supported by two full-time Associate Directors as well as an Events Specialist and a Conferences and Events Coordinator all of whom report directly to the Senior Director of University Events and Conference Services. This position is responsible for coordinating and administering the arrangements for conferences and events held by external customers using Bryant facilities; and to provide planning, logistical and event management support required for university events, including commencement ceremonies. The incumbents assist the senior director in increasing revenue by independently cultivating new clients.

Bryant University is a private New England university with a tradition of innovation and a global vision for success. Our new strategic plan, Vision 2030, sets a trajectory for the next decade through academic excellence, outstanding student life, competitive athletics, and student outcomes among the nation's top 1% for ROI.





Principal Accountabilities

The principal accountabilities for the Associate Director, include but are not limited to the following:

Responsible for managing new client inquiries. Respond to inquiries and prepare detailed client proposals. Conduct site visits and follow up. Prepare contracts and estimated profit and loss statements for senior director's approval for new business cultivated.
Contribute to the development of marketing strategies and vehicles that promote the use of campus facilities and services for conferences and special events, participate in the implementation of such strategies, and the development of marketing materials.
Work with the senior director and representatives of other university constituent groups, as assigned, to plan, organize and execute successful key university events, such as Graduate and Undergraduate Commencement ceremonies.
Oversee all logistics for residential and non-residential conference programs to ensure the efficient coordination of all facilities and services. Confer with internal stakeholders regarding setup, menus, and scheduling to ensure success of events; attend major events as required to confirm smooth execution. Develop a detailed run of show for each event.
Create and maintain detailed event timelines and manage all event-related tasks to ensure deadlines are met.
Engage and manage relationships with vendors, sponsors, and other external partners to ensure successful event outcomes.
Conduct post-event evaluations to assess the effectiveness of each event and identify areas for improvement.
Develop content and graphics for event programs, signage and web-based invitation software used for large scale university events.
Develop and manage event budgets, negotiate contracts, and track expenses to ensure events are completed within budget. Maintain accurate records of all labor and service costs associated with campus events and conferences in order to accurately bill clients. Maintain and update the price list of all rental rates, housing, catering, and staffing. Prepare client invoices within 14 days of the program.
Recruit and supervise student conference coordinator staff. Develop and implement training programs and establish student schedules and daily tasks for events to ensure adequate support and assistance during events and conferences.
Work with various internal departments to coordinate summer activities scheduling to ensure maximum facilities usage and revenue generation while avoiding space conflicts. Responsible for organizing and facilitating weekly look-ahead meetings with key stakeholders. Maintain appropriate Admission materials for distribution to events with enrollment potential.
Coordinate the opening and closing of the summer conference season. Work with internal departments to obtain key inventory and/or manage the Access Card ID Activation System for residential guests, organize by building, set up ancillary offices for clients, inventory and ensure timely key return at the conclusion of the season.
Prepare event diagrams via the Room Diagramming software used to facilitate set-ups and fire marshal approvals for large events.
Work with appropriate committees and departments to analyze and improve existing policies and procedures regarding space allocation and utilization.
Under the direction of the senior director, oversees the Conference Coordinator in the administration of 25Live.
Perform related duties as assigned.







Qualifications

This position is best served by an individual with an undergraduate degree in event management or related field and 4 or more years of demonstrated professional level experience planning, organizing, and managing complex conferences and special events or 6 or more years of progressively responsible experience in the field of event management.

A self-starter with the ability to effectively manage multiple priorities is required to successfully coordinate complex logistics for events within fiscal and time constraints.

Strong project management skills, with the ability to handle multiple events simultaneously and meet tight deadlines.

Excellent communication, organization and written skills are required to work effectively with external clients and various university departments.

Strong computer skills and knowledge are required to support the website, maintain records, data, and billing for events, as well as develop program and marketing materials.



This position requires evening and weekend hours.

Certain requirements are subject to possible accommodation to reasonably accommodate persons with disabilities.






Working Environment

At Bryant University, we believe that our strength lies in the richness of our campus community and the unique perspectives that shape it. By connecting academic and social experiences, we create an environment where individuals feel valued, respected, and supported. Our commitment to fostering belonging and well-being ensures that everyone has the opportunity to thrive and contribute meaningfully. We encourage applications from those who appreciate the wide range of experiences and backgrounds that make our community exceptional. Discover more about how we cultivate a welcoming and collaborative campus culture that drives excellence.




Applicant Instructions

Applications must be submitted online at https://employment.bryant.edu/postings/4363

Keywords: Bryant University, Chicopee , Associate Director, University Events and Conference Services, Executive , Smithfield, Massachusetts