Director of Events and Conference Services (ECS)

Director Of Events And Conference Services (Ecs)

MidAmerica Nazarene University (MNU) is a private, liberal arts-oriented university with a variety of undergraduate, graduate, and adult education programs, accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools. Located in the Kansas City metropolitan area, MNU seeks to educate students to serve with purpose within the educational context of the liberal arts, and a Wesleyan-Holiness theological perspective. MNU has an enrollment of approximately 1500 students with half considered traditional residential students.

Events & Conference Services (ECS) provides leadership and resource support to campus-hosted and university-sponsored events in alignment with the university's vision and values. The Director of ECS will ensure that all university clients both internal and external receive professional, efficient, and Christlike customer service throughout the course of their event planning and implementation. The Director of ECS is charged with positioning ECS as a financially viable University asset through resource stewardship and revenue generation that further affirms and enables the University's mission. This position will serve as Director of the Bell Cultural Events Center (BCEC), overseeing the BCEC's dual role as the academic home for the Department of Fine and Performing Arts (DFPA) and as the University's premier event hosting venue. This position will also serve as the Director of the Cunningham Student Center (CSC), in conjunction with The VP of Student Development, overseeing the buildings' dual role as the home of Residential life and an event hosting venue.

Essential duties and responsibilities:

• Create and maintain campus-wide master calendar to ensure comprehensive, accurate, and timely communication of campus events and facility usage to university personnel and, as applicable, to the general public
• Develop and maintain a comprehensive event management reservation system, integrated throughout multiple campus departments and facilities.
• Provide logistical support to university sponsored events (e.g., President's Honors, homecoming, commencement, Foundation Golf Classic, MAX, etc.) as requested by and in consultation with the sponsoring department/office.
• Ensure that all university and non-university clients receive professional, timely, and efficient client support throughout the duration of their event, from initial recruitment through post-event invoicing and follow up.
• Compile comprehensive client resumes for internal ECS reference and for distribution to campus service providers, such as facility services, housekeeping, information technology, campus safety, residential life, Pioneer College Caterers, MNU productions, admissions, marketing, and facility managers
• Liaison with campus service providers and other entities pertaining to contracted client usage/occupancy:
  • Facility services / Housekeeping / Grounds
  • Information Technology (IT)
  • Campus Safety
  • Pioneer College Caterers (PCC)
    • In cooperation with PCC leadership, establish standard menus and pricing matrices, communication protocols, service standards and guidelines, and PCC rebate commitments.
  • Admissions
  • Residential Life
    • In cooperation with residential life leadership, establish communication protocols, usage parameters and timelines, and occupancy guidelines.
  • MNU Productions
  • Marketing and Communications
  • Venue specific facility/office managers Cook Center, Copeland Athletic Complex, Mabee Library, Cunningham Student Center, College Church of the Nazarene, and other classroom/recreational facilities.
• Liaison with external vendors/service providers pertaining to ECS usage; develop/maintain any "preferred vendor" relationships and/or discounted pricing:
  • Bedding/Linen materials
  • Commercial laundry service
  • Event rental (tables, chairs, tents, catering supplies, etc.)
  • Production companies / independent contractors (AV-specific)
  • Commercial equipment (generators, lifts, etc.)
  • Vehicle rental (shuttle vans, golf carts, etc.)
• Administer summer conference programming in collaboration with ECS Client Services team.

Bell Cultural Events Center Management

• Serve as BCEC director, overseeing the BCEC's dual role as the university's premier event hosting venue and as the academic home for the DFPA.
• Represent BCEC throughout university structure, among local/regional arts partners, and to denominational entities
• Maintain regular communication with DFPA Chair and BCEC staff to ensure prioritization of department academic and performance utilization and effective support of all DFPA programming.
• Relying on BCEC staff for day-to-day coordination, provide administration of the BCEC Box Office.
• Supervise any BCEC specific personnel.
• Serve as a member of the BCEC Advisory Committee.
• In collaboration with BCEC staff and BCEC Advisory Committee, create and maintain BCEC policy/procedure manual to provide structure/parameters to usage prioritization, client usage guidelines, and internal operations.
• Administer any negotiated sponsorship or patronage program.
• Attend DFPA faculty meetings when requested.

Cunningham Student Center Management

• Serve as CSC director, in conjunction with The VP of Student Development, overseeing the buildings' dual role as the home of Residential life and an event hosting venue.
• Represent CSC throughout university structure, among local/regional organizations, and to denominational entities.
• Maintain regular communication with Student Development and CSC staff to ensure effective support for residential life in, and around, the building.
• Rely on CSC staff for day-to-day coordination.
• Supervise any CSC specific personnel.

Financial Management

• Develop/maintain ECS, CSC, and BCEC operating budget, including fiscal year revenue/expense projection.
• Develop/maintain ECS, CSC, and BCEC pricing structures (facility usage, lodging, meal service) and usage guidelines/standards, ensuring that university is positioned competitively within community, metropolitan, and denominational markets.
• Actively recruit new ECS, CSC, and BCEC clients with an emphasis on growing our clientele portfolio, leveraging available university resources, and maximizing revenue generation.
• Execute/Authorize usage agreements and contracts with all external clients.
• Execute/Authorize invoicing and deposit procedures for all external client fees.
• Authorize all ECS, CSC, and BCEC budget expenditures, including all equipment expenditures.
• Provide financial reports as requested by VP, University Advancement, CFO, or Finance dept.
• Develop and present for funding, periodic capital expenditure requests necessary to support ongoing ECS, CSC, and BCEC operations.
• Ensure that current sales tax is collected for payment when applicable; ensure that proper documentation is received from any client claiming sales tax exemption.

Personnel Management

• Hire, supervise, and monitor performance of all ECS employees.
• Hire additional professional support personnel as needed (e.g., freelance contractors, etc.).
• Hire, supervise, and monitor performance of all student workers throughout the school year.

Risk Management

• Serve as a member of the university's Emergency Operation Committee.
• Maintain ECS emergency preparedness through regular review of emergency procedures, including designated evacuation routes, shelter locations, and response protocols for all client-occupied campus facilities.
• Ensure that clients are informed of campus-wide and facility specific emergency protocols.
• Monitor circumstances (weather, local/regional, geopolitical, etc.) that may trigger implementation of emergency response strategies.
• In collaboration with other campus personnel, provide leadership during emergency scenarios.
• Ensure that ECS personnel are informed/trained/certified in applicable risk management procedures, such as CPR, AED, and Title IX guidelines.
• Ensure that current and sufficient insurance documentation is received from all contracted clients.

Marketing and Promotion

• Develop/maintain ECS marketing collateral (electronic/print) including menu of campus services and resources, facility specifications (dimension, configurations, capacities), and campus maps.
• When appropriate, ensure that all ECS, CSC, and BCEC events (including DFPA programming) are effectively promoted via university and public channels, such as direct marketing, alumni/patron communication, and social media presence.
• Liaison on behalf of university, ECS, CSC, and BCEC with off-campus entities
  • Olathe Chamber of Commerce
  • Olathe Convention and