Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2019 U.S. News & World Report rankings.
About the Department
Extended Education at Western Washington University expands and diversifies Western’s offerings throughout Puget Sound, the state of Washington, and globally to provide learning options for the contemporary student.
Extended Education connects learners of all ages to the Western Experience through collaboration with colleges, departments and the community, linking university resources with educational needs and opportunities both on and off campus.
Extended Education supports Western’s mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
For more information on Extended Education, please visit our website.
About the Position
In this position you will be responsible for the tasks below.
Execute and Manage Business Operations of Conference Services:
Manage customer relationships with Conference Services' client base while also working to establish new clients
Develop and maintain relationships with vendors for Conference Services
Direct research on conference trends
Develop and direct strategies to introduce new conference services initiatives
Foster relationships with current and prospective conference services clients
Foster partnerships with campus and surrounding community to create new opportunities for conference services
Develop the budget and contract procedures for conference services
Respond to local, regional conference RFQ/RFPs that adhere to Western's mission
Draft and distribute annual business report for Conference Services
Manage Planning and Administration of Conference Services:
Review and approve Conference Services proposals and contracts prior to submission and routing process
Continually monitor and assess Conference Services’ client events/conferences by collaborating with Conference Services’ staff to update details in project management software (smartsheets) and ensure all logistic efforts stay on task.
Monitor productivity and adherence to deadlines
Review the reconciled revenue and expenditures to ensure accountability for each individual conference budget
Collaborate with staff to create, coordinate and complete event production schedules, including meetings with simultaneous deadlines and multi-tasked priorities.
Respond to client emails and phone calls/voicemails
Oversee the assessment of Conference Services proposals, contracts and activities for all clients
Resolve problems and production
Manage budget requests, as necessary
Attend university meetings related to conference and event planning (space administration, event logistics, housing, dining, parking, etc.)
Manage the Conference Services Team:
Supervise, direct and mentor two permanent classified employees
Manage and supervise up to five student and temporary employees
Lead group strategy sessions, weekly team meetings, and annual planning retreats
Communication and Other Duties as Assigned:
Keep all stakeholders informed of operational (financial, managerial, etc.) aspects of Conference Services in relationship within Extended Education and its support of Western's mission via reports and meetings.
Schedule and attend meetings with university and community partners
Other duties as assigned
• Bachelor’s degree in business, communications, or related field
• Sound knowledge of marketing and business principles
• Demonstrated experience in business management
• Demonstrated proficiency in budget development and management
• Demonstrated ability to communicate effectively, verbally and written
• Ability to collaboratively strategize, plan, direct, and lead larger meetings and/or event activities
• Ability to work nights and weekends
• Valid driver’s license and/or ability to arrange transportation to various conference venues
• Demonstrated experience in sales, customer service, and/or conference/event services
• Demonstrated ability to manage multiple projects and deadlines
• Flexible team player, able to adjust as priorities change
• Experience collaborating with diverse individuals
• Computer proficiency with Microsoft Office Suite (Excel, Powerpoint, Word, and Outlook)
• Master’s degree in business, communications, or related field
• Three years of experience in business management
• Experience working in higher education
• Experience with corporate and academic conferences
• Proficiency with enterprise-wide database and collaboration software (smartsheets, basecamp, qualtrics)
• Experience in sales, customer services, and/or conference/event services
• Experience in drafting memorandums of understanding and contracts
Commensurate with experience and qualifications; includes an excellent benefits package.
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications, including your experience collaborating with diverse individuals.
Please include the names and contact information of three professional references.
Closing Date Notes
Position closes 12/20/2018.
Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); firstname.lastname@example.org
WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).
Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the office of the Vice President for enrollment and Student Services. The report can be found at http://www.wwu.edu/vpess/annualsafetyreport.shtml.
All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires.
With 15,000 students, 160 academic programs, and an energized campus community, Western offers the focus on students and the faculty access of a smaller college and the academic choice, resources, multicultural diversity, and room to grow of a large university. Western is located in beautiful Bellingham, a scenic coastal city of approximately 80,000 situated between Seattle, Washington and Vancouver, British Columbia. With easy access to both the Cascade mountain range and the Pacific coast, the region is rich in cultural events and attractions as well as many recreational activities. Western is known nationally for its successes, including being named the top public master’s granting university in the Pacific Northwest by U. S. News and World Report and one of the best colleges in the nation to work for by the Chronicle of Higher Education.