Assistant Director for Conference Services

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 07-13-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Division of Student Affairs and Success (DSAS), led by the Vice Chancellor for Student Affairs and Success, consists of nearly 800 professional staff and 2100 student staff spanning five major units. Deeply devoted to offering students a transformational educational experience, our division provides campus-wide coordination and leadership of student success programs, activities, and initiatives.

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the division of Student Affairs and Success, (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.

Conference Services (CS), an auxiliary enterprise and self-supporting unit of CHES, reporting to Housing Services. CS provides housing, dining, meeting space and coordinates all other support requirements for conferences on UCSC's campus. The ten-week summer conference season generates a gross income of over $5 million. During the main conference season, CS manages the utilization of space in approximately 7,500 beds, over 150classrooms and meeting rooms, and meal services in dining halls across campus. The income generated by CS contributes to Residence Operations budget, helping to reduce the cost of student housing during the academic year. CS also manages over 40 meeting spaces across CHES and DSAS on a year-around basis

More information can be found at: https://conferenceservices.ucsc.edu/

JOB SUMMARY

Under the general supervision of the Associate Director, Conference Services, the Assistant Director is part of the Conference Services Management Team and will be responsible for managing and supervising the Reservation and Events Coordinators and overseeing the Room Reservation program within Conference Services. The Assistant Director is also responsible for overseeing the allocation of campus facilities for summer conference clients, academic year campus events, and major maintenance projects for Conference Services.

Conference Services also coordinates campus-wide events year-round; manages the event facilities located at each college and provides registration services to UC academic/administrative departments and non-UC clients for events occurring both on and off campus

The Assistant Director has direct responsibility for the communication of the placement of conference housing, dining and meeting spaces that are operational 7 days a week during the summer quarter, as well as providing support for academic year events in the spaces Conference services manages. In addition, the incumbent supervises student staff and serves on campus planning committees.

APPOINTMENT INFORMATION

Budgeted Salary: $100,000 - $110,000/ Annually
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Hiring Manager to discuss at time of candidate interview
• Shift Includes: Days, Evenings, Nights, Weekends

Employee Classification: Career appointment

Job End Date: None

Work Location: Hybrid (both remote & Scotts Valley)

Union Representation: Non-Represented

Job Code Classification: EVENTS SUPV 2 (006295), Grade 23

Travel: Never or Rarely

JOB DUTIES

35% - Personnel Management

• Supervises the Reservations and Events Coordinator staff. Responsible for recruitment, selection, onboarding, training, and professional development. Establishes individual goals and evaluates performance.
• Responsible for disciplinary action and discharge if necessary. Makes recommendations on the staff organizational structure and determines and implements job duty modifications to better meet client needs.
• Creates and maintains staff procedure manuals and processes designed to facilitate the planning, organization, and execution of events for the Room Reservation program.
• Ensures accountability and stewardship of department resources in compliance with departmental goals and objectives. Researches and communicates safety compliance requirements for all unit employees.

30% - Operations Management

• Initiate weekly meetings with coordination staff to plan for all programs and events, overseeing placement for housing, dining, meeting and other arrangements for each group or event that achieves maximum operating efficiency and best support program.
• Oversee conference and event database information along with the room reservation database. Implement and oversee processes for Coordinators to consistently update and communicate conference and event information. Provide database access and reports to campus service providers and constituents on a regular basis prior to and during summer.
• Assume responsibility for all housing keys during the summer and meeting room keys year-round. Collaborate with the Facilities Building Access Coordinator for all timely and accurate check out/in of master keys/cards, security and check out/in of classroom and meeting room keys, lost key/card recording, key inventory and accuracy of return, with CS staff and turn over and the return of housing keys to the summer conference programs. Oversee all areas of key and access card management: turnover, accuracy of inventory, security and in campus Conference Offices. Update database with current key information. Oversee CCURE card encoding.
• Assume full responsibility for planning and oversight of all conferences and events as it pertains to facilities usage. Analyze service needs, determine improvements and implement ideas to more effectively provide customer service to clients and guests. Administer immediate remedies to emergency situations that may occur.
• Coordinate with CS staff on the setup/breakdown of on-campus Conference Offices. Initiate planning meetings between CS and the Colleges to discuss all year-round events and summer placements within the colleges. Coordinate agendas for bi-weekly staff meetings.
• Long Range Planning and Information Analysis
• Participate in long and short range planning activities in conjunction with CHES and campus constituents. Compile history of facilities usage and provide analysis and reports to assist in planning future usage. Attend campus-wide meetings relating to the long and short range planning for facilities. Serve as CS representative on various campus-wide space planning committees, (i.e. Classroom Sub Committee). Participate in the annual inspection of all residential space as scheduled by CHES. Participate in the Registrar's tour of all classroom space each Fall.
• Coordinate and collaborate with CHES and appropriate Physical Plant architects, project engineers, buildings and grounds staff for the maintenance, repairs, construction of college housing buildings and grounds on a yearly basis. Recommend the most optimal time for scheduling major projects based on summer usage and completion time. Maintain direct contact with managers of all projects that impact the summer quarter, monitoring progress and schedule changes.

15% - Facilities Communication

• Consult CHES Facilities Asset Coordinators for each campus zone and college maintenance supervisors on all college maintenance projects.
• Ensure that the conference housing database includes all major/minor projects, assigned conference/program placement and any other usage
  affecting the schedule.
• Coordinate and negotiate with CHES Facilities to ensure adequate space available for conferences. Distribute housing placements information to colleges, Communications, Police, Fire Department, Physical Plant departments, and other appropriate campus units. Maintain, update, and adjust schedules with changes or additions.
• Maintain Apartment and Resident Hall configuration information, consulting with Student Housing Services and college staff to determine accurate and current information and updating information in Conference Services database.
• Compile current floor plans and housing rosters to be sent to conference clients pre-summer for housing placements.
• Coordinate with appropriate Physical Plant personnel, maintenance supervisors and media services for the scheduling of on-going maintenance, repairs, cleaning, and construction projects for classrooms and meeting spaces on a yearly basis. Recommend the optimum time for scheduling projects based on summer usage, agree upon duties and schedule time for projects.
• Provide weekly Meeting Room Reports detailing classroom and meeting room usage. Determine the need for unlocking and locking and cleaning of these areas. Verify, report and distribute weekly to Colleges, Facilities, Community Safety, Police, Fire Department, Physical Plant and other appropriate campus units.
• Interface with clients/coordinators on a regular basis to ensure the needs of cleanliness and access are being met in their meeting space. Participate in weekly campus partner meetings including Maintenance, Physical Plant, Dining, Custodians, TAPS, and college meetings during the summer season. In pre-summer planning sessions with Physical Plant, set standards and expectations for level of service to meeting spaces. Update all manuals and written procedures.
• In coordination with Conference Services Events Manager, manage reservations for campus-wide use of college event spaces during the academic year. Manage all Conference Services and Ticketing room keys, including security measures, training, and distribution. Arrange for client group key access, including access to media and lighting if necessary. Schedule facilities staff and supervise set-up/strike of each event.

15% - Student Supervision

• Supervise student staff (25-50) with Conference Coordinators during conference season and during the academic year for event set-up and support. Duties include student hiring, training, and scheduling. Work with the Associate Director and Conference Coordinators to update student job descriptions and revise training documents as necessary.
  

5% - Staff Support to the Associate Director

• Provide administrative and analytical support to the Associate Director.
• Participate in the development and formulation of policy and procedures with the Associate Director. Research and analyze a wide variety of issues within areas of responsibility, including information gathering from campus units as well as other organizations. Recommend policy and operational changes. Provide assistance in the planning and development of new programs. Take on special assignments as requested.
• Represent CS as a liaison with faculty, staff and other campus departments. Represent the Associate Director in meetings as required. Set up team meeting agendas and conduct meetings as assigned.
• Assume responsibilities of a disaster coordinator at one or more Conference offices in event of disaster or emergency during the summer. Follow procedures as assigned in Campus Disaster/Emergency Plan.
• Acts as the primary point of contact and operational backup for the Associate Director during periods of absence, assuming delegated leadership responsibilities, overseeing daily workflows, and ensuring continuity of departmental operations.
• Other duties as assigned

REQUIRED QUALIFICATIONS

• Knowledge of management principles, concepts and best practices and skill to select, lead, direct, mentor, and guide staff, taking corrective action as necessary.
• Demonstrated experience in the areas of space allocation, meeting room, event management, housing and/or maintenance scheduling for accommodation of programs and/or conferences.
• Excellent communications and collaboration skills and the ability to work effectively with broad groups or constituencies, including multi-cultural populations of students, staff, faculty, the community and conference clients.
• Excellent analytical and organizational skills and the ability to gather and synthesize information into a usable format for planning purposes.
• Skill in working as part of a team and collaborating closely with co-workers.
• Demonstrated ability to work in coordination with various partners and campus units to provide successful outcomes for stakeholders and customers.
• Strong problem-solving skills with the ability to formulate creative solutions to problems and make independent decisions.
• Demonstrated computer skills and general knowledge of email, databases, word processing, spreadsheets, and presentation programs.
• Experience recruiting, hiring and training of staff with a focus on development of skills.
• Political acumen skills with the ability to understand the business and/or cultural climate; to exercise good judgment and diplomacy as individual situations warrant.
• Ability to work independently with minimal direction.
• Ability to assimilate complex information and explain University and departmental policies and procedures as necessary.

PREFERRED QUALIFICATIONS

• General knowledge of building security hardware, including keys, locks, and door access cards.
• Related experience in college or university environment.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Must possess a valid license to drive in the state of California.
• Ability to conduct on-site inspections of facilities, involving walking, standing, climbing stairs and ladders, stooping and bending.
• Ability to lift and move up to 30 pounds safely and to perform repetitive physical tasks, with or without accommodation.
• The regular schedule is 40 hours per week. Evenings and weekends will be required.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.