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KU Alumni Association | Adams Alumni Center and Super Jay

Director/Senior Director of Event and Hospitality Services

Job posted 10/28/22 – Review of applications begins 11/14/22 and continues until position is filled.

Position Title

Director/Senior Director of Event and Hospitality Services

Job Classification

Full-time; Exempt

Work Schedule

Flexible based on event & conference schedules

Frequent evening and weekend hours

Work Location

On-site

Reporting Relationship

Senior Vice President, Engagement & Operations

Primary Accountability

The Senior Director/Director of Event & Hospitality Services oversees event management and coordination in the Jayhawk Welcome Center and is responsible for implementing departmental procedures, policies, and controls for all assigned operations while delivering exceptional guest services and experiences.  This position is primarily responsible for all events in the facility and directly oversees, plans and supports KU Alumni Association and all stakeholder events.  This position has an understanding of event standards and executes at a high level both strategically and operationally.

Major Duties

Customer Service

  • Ensures a welcoming atmosphere for customers and guests and provides high-quality customer service
  • Cultivates and maintains relationships with campus partners that support the KU Alumni Association brand and mission
  • Prepares periodic written reports to document activities and accomplishments in relation to established goals and objectives including but not limited to benchmarking of number of events held annually, and member and guest satisfaction when visiting the Center.
  • Maintains an understanding of the mission of the Alumni Association as it relates to the educational, research, and service goals of the University.

 

Staff Management

  • Supervises, trains, schedules, hires and evaluates direct reports including event services professionals and office coordinator.
  • Coordinates with Sr. Vice President, Engagement & Operations, Director of Facilities, and operations staff on all facility and operations processes. This includes, but is not limited to, workflow relating to event management and office procedures and services. 

 

Building Operations

  • Responsible for carrying out standard operating procedures for all KU Alumni Association, KU employees and event guests in coordination with Director of Facilities.
  • Continuously evaluate building and event processes to identify areas to improve operational efficiencies.
  • Learns and demonstrates thorough knowledge and comprehension of event management software (Priava).
  • Learns and demonstrates knowledge in experiential interactive displays and other technology in the building and more specifically in the event and meeting rooms.

 

 

Tenant & Hospitality Management

  • Assists in the execution of Alumni Association events hosted in building and on-campus, including alumni award programs and other special events.
  • Directs, manages, and coordinates pre-event, event, and post-event hospitality activities for University, internal, and third-party programs and activities
  • Implements standard operating procedures in place to enhance building and event operations with KU Alumni Association staff, Office of Admissions and the Endacott Society. Provides feedback for updates needed to MOUs.
  • Required to understand permitting and banquet services expectations as it relates to Kansas Liquor laws and catering requirements.
  • Reviews and/or prepares banquet services invoices to ensure accuracy and timeliness.
  • Monitors and maintains event inventories.
  • Develops annual Hospitality Services marketing plan and budget in support of Alumni Association strategy, ensuring annual budget and other goals and objectives are achieved.
  • Develops relationships with caterers and all other vendors who provide hospitality related services to the Jayhawk Welcome Center.

Qualifications

Education, Training, Experience

  • Bachelor’s Degree or minimum 5+ years event services, venue and hospitality management or work-related experience- Preferred
  • Affiliation with MPI (Meeting Planners International), marketing, or other event and hospitality associations – Preferred
  • Previous experience working with third party vendors – Required
  • Prior supervisory experience and experience working in banquet services, event planning – Required
  • Valid driver’s license is required.

 Standards of Performance

  • Strong oral and written communication skills
  • Ability to display strong leadership, strategic thinking and decision-making skills
  • Ability to work flexible hours based on event schedules and deadlines.
  • Excellent interpersonal skills and ability to establish and maintain effective working relationships both within and outside the Association
  • A commitment to valuing diversity, and contributing to an inclusive working and learning environment
  • Ability to deal with high-stress level

Physical Demands and Work Enviroment

  • Frequent: sitting, hearing, listening, talking (on phone, in person), reading (including computer screens, mail), stand, walk, stoop, kneel, crouch, or crawl.
  • Often: repetitive hand motion (such as typing or picking), walking;work outside normal business hours including nights and weekends;
  • Occasional: travel by car or plane to offsite meetings and events, ability to lift or have the ability to utilize reasonably available resources to maneuver up to fifty (50) pounds, and exposure to noise and temperature variances at both indoor and outdoor events

Additional Duties

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Equal Opportunity Statement

It is the policy and commitment of the KU Alumni Association to prohibit discrimination in employment practices, organizational activities and provision of services on the basis of race, ethnicity, ancestry, national origin, religion, age, gender, marital domestic partner status, sexual orientation, gender identity, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Above and beyond discrimination/harassment based on protected characteristics, the KU Alumni Association also strives to prevent subtler forms of inappropriate behavior (like bias and stereotyping). Whether blatant or hidden, barriers to success have no place here.

The KU Alumni Association is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please contact Dwight Parman at dparman@kualumni.org or 785.864.4763.

Application Procedure:

To apply, email a letter of interest (cover letter sharing why this position is of interest to you and what skills you bring that make you an ideal candidate for this position), résumé, and names and contact information for three professional references to dparman@kualumni.org (Microsoft Word or Adobe PDF formats only). Alternatively, the requested information can be sent to KU Alumni Association, Attn. Human Resources, 1266 Oread Ave., Lawrence, KS 66045.

Review of applications will begin November 14, 2022, and continue until the position is filled. Due to the sensitive nature of the position, a background check is required. Employment is contingent upon background and reference checks that KU Alumni Association finds to be acceptable. If you are called for an interview, you may be asked to complete our job application and bring it with you to the interview.

Alternatively, the requested information can be sent to KU Alumni Association, Attn. Human Resources, 1266 Oread Ave., Lawrence, KS 66045.