Job description

JOB DESCRIPTION

Job Title Conference Services Meeting Planner

Department University Events and Guest Services

Reports To Senior Director, University Events and Guest Services

Employment Class Exempt

EEO Class 2 - Professionals

Authorized Driver Yes

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

Summary

The University of Saint Mary of the Lake/Mundelein Seminary (USML) is the major seminary and graduate school of theology for the Archdiocese of Chicago. Mundelein Seminary is one of the largest priesthood preparation programs in the United States having graduated over 4,000 students since 1926 and serving over 30 dioceses in the United States and abroad.

Provide comprehensive planning and sound execution of all assigned events and functions. Maintain consistent and positive contact with existing clients to secure repeat bookings. Develop and nurture contact with prospective clients to convert queries into procured bookings. Provide effective planning communications with key stakeholders on campus that support events (aka dining services, public safety, facilities, IT, etc.). Promote the core values of the University of Saint Mary with clients, client’s guests, and colleagues. Lead and serve the University of Saint Mary of the Lake as a campus ambassador striving for excellence, innovation, and service.

Core Leadership Functions

A USML Conference Services Meeting Planner is responsible for the daily supervision of all assigned meetings, retreats, and other convention functions to include all guest service needs. Responsible for the coordination and planning of events in compliance with university’s policies and procedures, brand standards as well as with federal, state, and local regulations. Promptly reports emergencies, accidents, injuries, missing articles, damages, engineering items and other safety hazards to the director. Reports any deviations from USML policies, procedures, brand standards and regulations to the director.

Essential Job Functions

• Plan, manage and supervise conference center meetings, conventions, retreats, and other groups that are booked. Must clearly communicate with all other departments and stakeholders to ensure that exceptional service, standards, and commitments made to clients are delivered.

• Prepare, review, perform and supervise preparations of events including the creation of the event contract, the completion of the booking sheets/banquet event orders, meeting room setup specifications, on or off-campus food and beverage services, sleeping rooms and/or alternate lodging accommodations, audio visual needs, program/agenda details, changes in attendance(additions and attritions) with proper notification to all affected departments, and distribution of final event confirmation details to key campus stakeholders.

• Provide or arrange for day-of, onsite contact with arriving client giving a tour of facilities designated for use by the group, reviewing setup of all meeting spaces, and accommodating any final adjustments or assistance as requested. Assist guest services team as needed.

• Prepare, review, update and ensure the timely receipt of all contracts and billing including deposits, invoicing, and final reconciliation in compliance with the accounting procedures of the university. Review the contract with the client and ensure that all billing and cancelations policies are understood and applied. Appropriately manage the budget to maximize revenue and meet client needs. Obtain all tax-exempt certificates and certificates of liability insurance as applicable.

• Maintain exceptional client files with detailed notes and tracking of all client requests and changes utilizing the event software system and following the established process and procedures for hard copy files and server files.

• Consistent professional and positive attitude and actions when communicating with guests and associates. Always be proactive as it relates to guest service, delivering on expectations while also responding to guest requests, concerns, and problems to ensure guest satisfaction. Report any incidents of guest dissatisfaction or other matters of significance to the director immediately so that corrective measures may be taken.

• Develop and establish dynamic and long-term client relationships through positive interactions which include pre-event meetings, tours of the campus prior to bookings, constant and consistent contact throughout an event to ensure all needs are not only being met but exceed; post-event follow up for feedback and to thank the guest for their business, and proactively reaching out to secure future bookings.

• Offer support and serve as a liaison to the business development manager to help secure bookings. Provide feedback to the director following an event to help maintain good team communications and to collectively build repeat business. Understand and oversee individual book of business and review year-over-year bookings with the director.

• Prepare for and attend all weekly staff, department and university meetings as scheduled and as requested. Attend all training offered on campus or as requested.

• Comply with all USML policies and procedures. Practice safe work habits and comply with sanitary, safety, security, and emergency procedures. Ensure good communications with other event planners, front desk personnel and director to ensure all functions are being executed with excellence.

• Perform other duties/tasks as may be required, requested, or assigned by the director/management.

Education and Experience – An equivalent combination of education, training and experience will be considered.

• Bachelor's degree in hospitality, marketing communications or business or a minimum of five years of direct experience in meeting or event planning, required.
• Minimum of 5 years’ experience of event planning, preferred.
• Project management experience, preferred.
• Strong computer skills and solid working knowledge of Microsoft Office products. Must be able to master the event booking software platform (Kx) and other software programs as required to properly execute all event functions and greater team communications.
• Must have exceptional communications skills. Must be at ease in public arenas, capable of meeting, greeting, and conversing in a professional and confident manner. Great negotiation skills.
• Must have strong analytical and problem-solving skills. Attention to detail, proofread accurately.
• Must have a valid driver’s license and ability to fully use personal car.

Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position.

• Well organized, ability to multitask and prioritize. A self-starter who desires to show ownership and commitment to the job.
• Strong work ethic.
• Excellent time management skills. Demonstrate ability to consistently meet competing deadlines.

Flexibility to adapt to last minute changes.

• Must have the ability to work under pressure in a fast-paced environment, maintaining composer under stress, using tact and good judgment, and ensuring goals and objectives are achieved.
• Strong interpersonal communication skills with ability to work harmoniously and effectively with others as a team.
• Comply with USML policies and procedures and preserve confidentiality and exercise discretion.

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• Office based position, regular use of office equipment, phone, copier, etc.
• Position is exposed to outside weather elements, occasionally.
• Flexibility required associated with working hours, including ability to work early/evening hours, weekends, and holidays.
• Genuinely support and work with others in a Catholic environment.
• A commitment to the belief that all people have the right to dignity, respect, opportunity, and full community inclusion.
• Possess a philosophy that is consistent with the Mission, Vision and Values of the University organization.
• Neat in appearance.

Physical Abilities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Physically able to perform the duties as assigned, including lifting, carrying, and pushing up to 50 pounds.
• Safely climb a step ladder up to four (4) feet.
• Able to routinely ascend two to four sets of steps multiple times during the day.
• Ability to stand, sit, or walk for extended periods of time.

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Mundelein, IL 60060: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Events management: 5 years (Required)
• Customer service: 1 year (Preferred)
• Project management: 1 year (Preferred)
• Microsoft Office: 1 year (Required)
• booking software (KX): 1 year (Required)

License/Certification:

• Driver's License (Required)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)

Work Location: One location

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