Associate Director, Business Development & Conference Services

Job Purpose

The Associate Director, Business Development & Conference Services provides strategic leadership for revenue-generating events, conferences, and guest‑housing operations across Summer Housing & Conference programs and spaces managed by the Student Center and Campus Reservations. This role drives business development, oversees sales and marketing initiatives, manages large‑scale conference operations, and ensures exceptional client experiences for internal and external partners.

The Associate Director leads professional and student staff, cultivates campus and community partnerships, and develops systems, processes, and strategies that maximize utilization, operational efficiency, and net revenue. This position plays a key role in advancing the university's auxiliary enterprise goals through innovative programming, strong client relationships, and high‑quality service delivery. This position reports to the Associate Vice President & Chief Housing Officer.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Business Development, Sales & Marketing - 40%

Lead business development strategy for Student Center and Campus Reservations as well as Summer Housing Conferences to expand market share and generate year‑over‑year revenue growth.

Manage the full sales cycle: prospecting, lead qualification, proposals, pricing, contracting, and client retention.

Develop and maintain a portfolio of internal and external clients, initiate outreach to faculty, staff, professional organizations, and community partners.

Conduct site tours, sales presentations, and client meetings; represent the university at trade shows and industry events.

In concert with the Senior Director, implement yield‑management strategies to maximize space utilization and optimize revenue across meeting, event, and housing facilities.

In concert with SAS Marketing, oversee creation of annual marketing campaigns, including print, web, social media, and promotional materials.

Track sales metrics, ROI, conversion rates, and lost‑business data; prepare monthly and annual sales reports.

Collaborate with campus partners (Dining, Housing, Public Safety, Parking, OneCard, Enterprise Risk Management, Academic Departments, Athletics, etc.) to secure services and negotiate support for client programs.

Conference & Event Operations - 30%

Oversee planning and execution of conferences, seminars, special events, and summer programs across multiple facilities.

Lead operational planning meetings with service providers to ensure alignment between client expectations and campus capabilities.

Develop program budgets, advise clients on cost‑saving strategies, and make independent decisions regarding event logistics.

Manage logistical arrangements, including housing assignments, dining, catering, facilities, registration, parking, access control, and meeting space.

Ensure room readiness, quality assurance, and smooth transitions between programs.

Prepare event specifications and direct staff responsible for pre‑event planning and on‑site execution.

Oversee configuration and implementation of conference management software and related systems.

Serve as on‑call support during peak summer operations, evenings, and weekends as needed.

Strategic Leadership & Operational Management - 15%

Provide leadership for professional and student staff supporting sales, event operations, and summer conference housing.

Recruit, hire, train, supervise, and evaluate full‑time staff, graduate interns, and seasonal student employees.

Foster a service‑oriented culture focused on exceeding client expectations and delivering high‑quality experiences.

Develop and refine departmental systems, policies, and procedures to improve efficiency, reduce costs, and enhance service delivery.

Contribute to long‑term strategic planning for auxiliary services, including forecasting, market analysis, and program development.

Serve as a key representative for the university's conference and event services to internal and external stakeholders.

Financial Management & Reporting - 10%

Assist in developing and managing budgets for conference operations, marketing, and equipment needs.

Prepare proposals, contracts, invoices, and financial reconciliations; ensure timely billing and accurate account management.

Produce post‑event reports including financial summaries, registration data, evaluations, and recommendations for improvement.

Monitor performance metrics, analyze trends, and provide data‑driven insights to inform decision‑making.

Reconcile purchasing card statements and ensure compliance with university financial policies.

Perform other related duties as assigned - 5%

WORK CONTEXT

Job Reports to: Vice President/AVP/Dean

Leadership Accountability: Develops policy and strategic plans

Supervisory Accountability: Supervises associates'' below supervisory level

Organizational Accountability: Manages sub-unit of a department

Financial Accountability: Manages operating budget

Customer Accountability: Interfaces with officials and executives

Freedom to Act: Operates with significant autonomy