Manager, Events/Meeting Services - DU Scheduling

Manager, Events/Meeting Services - DU Scheduling

Key Role Description:

The DU Scheduling Manager works with the DU Scheduling team to maximize and optimize the use of Deloitte University (DU) for core learning, leadership, and client meetings through the management of all DU guest rooms and meeting space.

This position will be responsible for vetting new meeting requests for appropriate fit and availability as well as ensuring all existing programs have the best possible options for meeting space and appropriate number of guest rooms blocked. Working collaboratively with the MES Business Advisors, DU Client Experience Teams, Growth & Delivery Teams and MES Meeting Planners, the DU Scheduling Manager will assist with effective meeting space assignments for all programs as well as guest room block revalidation, and offsite housing.

The DU Scheduling Manager is a trusted business advisor working collaboratively with DU Leaders, DU Client Experience, and Benchmark to ensure operational efficiency and client satisfaction.

Job Responsibilities:
The DU Scheduling Manager role will include but is not limited to the following:

• Works directly with the DU Scheduling Senior Manager for process improvement opportunities
• Responsible for setting clear objectives, provide training and oversee activities of the DU Scheduling Program specialists
• Coordinates with Chief Learning Officers, DU Client Experience Senior Manager and DU Scheduling Senior Manager to create fiscal year learning and client program calendar
• Strategically pre-blocks meeting space for ~400 programs
• Drives the fiscal year confirmation of space process with the MES Business Advisors
• Identifies and resolves meeting space conflicts and makes informed recommendations when competing demands exceeded DU resources
• Collaborates with the Growth & Development instructional design team for input to courses under redesign to ensure logistical requirements are obtainable prior to delivery
• Teams with MES meeting planners and program delivery managers 6-12 months out to ensure timeline requirements are met regarding agendas, meeting logistics, and registration/invitee lists
• Manages long-term booking requests (6-18 months out)
• Serves as liaison with the Benchmark Hospitality Systems Analyst and Deloitte IT team to ensure both the integrity and reporting needs of our systems is maintained
• Vets new meeting requests from the Business Advisors for appropriate fit from both a guest room and function space availability and offers alternative date solutions based on current inventory.
• Makes recommendations and implements updated meeting space assignments based on revised program requirements
• Responsible for maximizing guest room utilization by implementing the monthly guest boom block revalidation process.
• Prepares and distributes the monthly Offsite Housing Projections email for a rolling 90-day period
• Manages and oversees the offsite housing process including:
      o Local hotel availability and contracts
      o Guest room block updates in Infor SCS and Certain
      o Stakeholder communications including logistics memos, dean memos, operations memos
      o Operational planning including transportation and logistics as well as offsite fiscal year budget
      o Final billing and reconciliation
      o Initiates and maintains hotel vendor relationships including new properties
• Responsible for monitoring and responding to inquiries in the DU Overflow mailbox
• Prepares offsite forecast and attends weekly Staff operations meeting with Benchmark and DU Operations

In addition, the DU Scheduling Manager role will:

• Attend Growth and Development calls as required
• Conduct educational office hours as needed
• Attend DU Town Halls and all hands meetings
• Provide input on process improvements
• Be assigned project work as applicable

Applicant Qualifications:

• A minimum 3-5 years in the hospitality field required
• Excellent communication and negotiating skills (written and oral) with a consultative style
• Strong attention to detail
• Proven problem-solving skills
• Excels in a team-oriented environment
• Proficient in the Microsoft Office