Career Center

Job Summary

Rhode Island School of Design (RISD) is hiring for a new Associate Director, External Campus Conferences & Events. This role will be responsible for implementing and managing efforts to maximize external campus and museum conference and event revenue and programming opportunities, while controlling expenses, through utilization of campus facilities and support resources. This includes securing new and maintaining existing relationships with key clientele, negotiating contract terms and conditions, and overseeing liaison activities among various campus departments.

The Associate Director, External Campus Conferences & Events will plan, facilitate, and implement comprehensive, detailed logistics across various RISD divisions/departments, while ensuring effective and efficient communication and support among all service vendors/providers. They will also educate the RISD community on conference and event processes, procedures, systems, and tools to ensure successful outcomes based on an understanding of conference and event opportunities, RISD's culture and facilities, and department/division and institutional-level strategic priorities.

We seek a culturally competent candidate who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Essential Functions/Duties:

Operational:

* Oversee and manage external campus and museum conferences and events, including planning, execution and assessment. Either directly or through other staff, ensure appropriate facility selection, dining, catering, housing, transportation, parking, audio visual requirements, building access, registration, etc. to maximize revenue.

* Provide logistical guidance, consultation, and support for internal event planners for campus and RISD Museum. Act as a liaison between outside and internal campus administration and services.

* Establish collaborative relationships with external providers, negotiate services on behalf of the client and coordinate execution of requested services.

* Work directly with community partners, including the President's Office, Institutional Engagement, Trustees Office, and Museum to ensure proper planning, execution, and recap of their events occurs.

* Serve as point person for summer housing; work directly with multiple departments (ie Residence Life, Dining, Facilities) to negotiate terms of contracts and coordinate execution.

* Engage with RISD's Events Planner & R25 Administrator to ensure that R25 non-academic functions related to RISD's room scheduler reservation system/software oversite are happening in conjunction with RISD's standards.

* Direct and manage logistics of assigned on- and off--campus programs and facilities. Post and maintain rental schedules and serve as primary point of contact for house guests, etc., at various RISD properties.

* Recommend, implement, and educate others on departmental policies, procedures, and related practices to ensure efficient and effective delivery of service.

* Serve as the contact for Conference Services with Brown University and other peer institutions and organizations.

* Negotiate and create contracts and necessary.

Department Oversight and Supervision:

* Hire, train, professionally develop, supervise, schedule, and evaluate student and professional staff, as approved, to achieve customer satisfaction and fulfill departmental administrative needs, including approving timesheets to ensure timely payroll processing for staff.

* Communicate evolving departmental objectives clearly and positively to the staff. Ensure performance expectations and work policies are clearly communicated and implemented via regular coaching and mentoring. Perform all tasks associated with the performance review process in a timely and complete manner.

* Set appropriate staffing levels for department budgeting to ensure alignment with level of business. Track key performance indicators (KPI) associated with labor. Regularly review individual staffing matrix. Upon vacancy of any position, assess organizational structure and relevancy of position(s), and make a recommendation to Executive Director in regards to staffing levels.

Sales:

* Promote RISD as a premier conference art and design school/center through the creation of marketing material, entrepreneurial packaging, professional membership, and community engagement.

* Respond to inquiries from clients regarding the use of facilities and services for conferences in a prompt and professional manner.

* Actively engage with Residence Life to ensure optimized summer occupancy through sales.

* Promote available value-add products and services to on campus planners (event planners in CE, Library, Museum, President's Office, and more, and administrative assistants who are involved in the planning and execution of events across campus).

* Securing new and maintaining existing relationships with clients based on associated metrics for conferences, wedding, and event business to achieve divisional and institutional goals.

Financial:

* Prepare and submit conference-related budget recommendations. Establish Conference Services sales goals and action plans to achieve them. Manage annual operating budget for Dining and Conference departments, and coordinate and control expenditures. Monitor budget activity on a consistent basis. Take appropriate action to achieve budgetary goals. Monitor internal controls. Regularly track conference meal plan participation. Make recommendations for conference pricing based on input from the Director, Auxiliary Business Affairs and Budget .

* Identify and leverage tools and systems to create reports and analyze data related to conference operations for client management purposes and to foster repeat business and improve return on investment.

* Authorize payments for materials, services, and other conference related expenses.

* Manage client billing process (audit and approve billing). Exercise diligence in updating program confirmations (added billable items, price changes and customer driven changes) and ensure signatures and funds are received within appropriate timelines.

Required Knowledge/Skills/Experience:

* Proven ability to successfully develop, market and sell event services and programs which generate revenue.

* Prior budgeting experience.

* Ability to develop partnerships, build vendor relationships, and negotiate contracts.

* Demonstrated cultural competence with an understanding of inclusion and diversity issues in the workplace, as well as the knowledge and skill to engage across a wide variety of individual differences and identities through meaningful interactions characterized by respect, mutual understanding, and reciprocity.

* Requires initiative, the ability to work in cooperation with staff, meet deadlines, excellent interpersonal skills, and a demonstrated aptitude in handling and resolving details.

* Proven experience leveraging and working with event and conference management systems and with Microsoft Office Suite (to include Word, Excel)

* Ability to work under pressure and handle multiple projects accurately, independently and productively.

* Must be able to travel to off-site conference locations.

* Occasional presence at weekend and off-hours programs will be required.

* Valid driver's license.

* Occasional lifting of 25 - 50 pounds (with or without assistance) of event-related equipment (signage, registration, materials, etc....)

* Bachelor's degree required.

* Minimum of 5 years' progressive professional experience in a hospitality environment, with preference given to experience in an academic setting.

Preferred:
* Prior leadership /supervisory experience.

Union

No

Work Schedule

35 hours/week; 12 months/year

Employment Status

Full-Time; Regular. Exempt.

Grade

10/AD

Work Modality

Hybrid Eligible

Documents Needed to Apply

Resume

Cover Letter

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.