General Information
| Job Description | EVENTS SUPV 2 | Working Title | Associate Director, Hospitality Services |
|---|---|---|---|
| Job Code | 006295 | Grade | 22 |
| Department Name | Dining Services - D01209 | Department Head | Heidi Scribner |
| Supervisor | Heidi Scribner | Effective Date | 08/15/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 006292 | EVENTS SPEC 3 | 3.0 |
| 004722 | BLANK AST 3 | 1.0 |
| 005235 | FOOD SVC SUPV 2 | 1.0 |
| 007556 | SALES SPEC 3 | 1.0 |
Generic Scope
| Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. |
Custom Scope
| Supervises professional and operational staff who provide comprehensive fundraising and/or public event management services. |
Department Custom Scope
| The Associate Director of Hospitality Services is responsible for the overall management of the sales and coordination of events within the Hospitality Services' office, as well as, the operations team for Citrus Grove Catering and Crate by Citrus Grove. Provides direction and leadership to a team of event managers, a sales manager, the senior manager of catering operations administrative and student staff. Oversees the sales, coordination, and event execution of summer conference programs, meetings, special events, and catering; establishes on-going internal/external client relations. Responsible for the coordination and execution of all events/catering planned though the Hospitality Services team. Manages the facility rental process for housing owned venues and other select campus spaces, including setting rates, working with campus partners, and outside vendors. Ensures the service provided by the sales and catering teams are high quality and properly delivered to the University community, outside clients, and summer conference guests. Sets sales goals and uses innovative methods to improve program offerings; works strategically to increase business including representing Auxiliary Services and UCR at trade shows, conferences and other avenues of outreach. Works closely with Housing Services to ensure summer conferences meet expectations of guest experience and requirements of the overall Housing operations. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 6 - 10 years of related experience. | Required |
| Direct leadership of a fast paced, high quality event services team | Required |
| Sales experience for catering, events, conference or other hospitality type business | Preferred |
| Catering/Conferencing experience in a institute of higher education. | Preferred |
| Experience leading customer relations and selling services to a broad customer base. | Preferred |
| Experience working in a union environment. | Preferred |
| Demonstrated experience in University policies and procedures and financial systems. | Preferred |
| Previous supervisory/managerial experience. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid CA Driver License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Through subordinate professional and operational staff, develops and implements specialized fundraising or other public events.
|
25 |
Selects, trains, leads, directs, motivates, evaluates and, as required, takes corrective action with subordinate staff.
|
25 |
| Builds relationships with outside (non-campus) companies and organizations to bolster sales and event opportunities. Works closely with campus partners to manage policies around contracting out, and ensure the expansion of catering services on campus to continue sales growth. | 15 |
Confers with broad based constituencies regarding logistics, guest lists, site selection, vendors, event goals and objectives, etc.
|
10 |
| Ensures that both client and campus needs are met through production of high quality events. | 10 |
May serve as an event consultant.
|
10 |
| Plans and participates in the annual review of meeting room rates, service fees, conference packages, and catering rates, in order to finalize pricing changes in a timely manner. Prepares annual reporting for department and makes recommendations for future operations. Provides benchmark analysis annually for meeting room rates, catering pricing, and summer conferencing pricing. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Solid political acumen and skill in judgment, decision-making and problem recognition, avoidance and resolution. | Required |
| Leadership/management skills, including skills to lead, direct, mentor, evaluate and motivate staff. | Required |
| Solid working knowledge of the concepts, principles and best practices of public relations and event planning, production and implementation. | Required |
| Solid project management skills. | Required |
| Solid interpersonal communications skills to build and foster a collaborative and cooperative work environment and build and maintain good working relations at all organizational levels and with outside constituencies. | Required |
| Solid skills to produce high quality events within budget and time constraints, including events that promote the vision, mission, goals and objectives of the campus. | Required |
| Knowledge of management principles, concepts and best practices and skill to select, lead, direct, mentor, and guide staff, taking corrective action as necessary. | Required |
| Exceptional skills in prioritizing and organizing assignments when faced with heavy workloads, deadlines and request for service. | Required |
| Working knowledge of conference and event planning techniques, including scheduling, housing/meeting space, and equipment needs. | Required |
| Demonstrated skills in oral and written communication for explaining policies and procedures, conducting sales presentations and site tours, and interpersonal skills to work effectively and diplomatically with a diverse clientele. | Required |
| Knowledge of the campus, its vision, mission, goals, objectives, policies and infrastructure. | Preferred |
| Knowledge of event operational software (ex:EMS) that facilitate proposals, communication with client, departmental planning, banquet/conference event orders. | Preferred |
| Working knowledge of standard catering and event sales methods, practices and strategies. Experience with catering and conferencing industry, banquets, meeting room space, set-up conceptualization, and revenue maximization. | Preferred |
| Demonstrated skill in negotiating and closing large dollar volume financial contracts. | Preferred |
| Skills in creating spreadsheets, reports, and analyzing financial data. Skill in basic mathematical functions, including but not limited to, computing gross margins and projecting profitability. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check through the DOJ and FBI prior toappointment start date. | Required |
| Must possess or obtain a Valid CA Driver License in accordance with the California Department of Motor Vehicles, if driving a university/personal vehicle for university related business. | Required |
| Ability to operate University vehicles for business and operational needs. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |