Senior Program Services Specialist - DU Scheduling
Administrative and Corporate Services | Meeting and Event Management
Westlake, Texas, United States
Position Summary
The DU Program Specialist works with the DU Scheduling team to maximize and optimize the use of Deloitte University for core learning, leadership, and client meetings through the management of 1400 guest rooms and DU 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 Business Advisors, Learning Delivery Teams and MES Meeting Planners, the DU Program Specialist will assist with effective meeting space assignments for all programs as well as guest block revalidation, and offsite housing.
DU Program Specialist is a trusted business advisor working collaboratively within the Meeting and Event Services team, DU Leaders, and Benchmark to ensure operational efficiency and client satisfaction.
Job Responsibilities:
The DU Program Specialist role will include but is not limited to the following:
Meeting Space Management:
- Responsible for monitoring and responding to inquiries in the DU Scheduling mailbox
- Work effectively within the DU Scheduling Team while partnering with the DU Talent Development & Delivery Team, the Meeting & Event Services Team, DU Operations and vendor partners including Benchmark Hospitality and Carey Transportation in the process of deciding and assigning the best space allocation plan for programs and events.
- Provides solutions and negotiates meeting space conflicts with meeting planners to ensure all program requirements and expectations are met.
- Understand and manage very detailed meeting space requirements for all meetings and events at DU
- Engage with program stakeholders to understand their requirements for effective program execution.
- Work daily with our meeting planning team to understand changing program requirements in detail and manage the analysis and input of those requirements into our property management system (Infor SCS) to enable the conference center to effectively operate the function space.
- Build effective relationships with Meeting Planners, Business Advisors, BHI Conference Services Manager and Leadership Executive Assistants to ensure the best results for the processes and responsibilities noted are well executed.
- Vets all 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.
- Manages all tele classroom/VC meeting requests at DU
- Facilitates weekly one-on-one MES planner meetings for meeting space adjustments and agenda planning to maximize meeting space availability.
- Assists in FY calendar copy process in Summit
Guest room management:
- Responsible for maximizing guest room utilization by implementing the guest boom block revalidation process monthly with the CLO’s
- Prepares and distributes the monthly Offsite Housing Projections email for a rolling 90-day period
Manages the offsite housing process including:
- Local hotel availability and contracts
- Guest room block updates in Infor SCS and Certain
- Stakeholder communications including logistics memos, dean memos, operations memos
- Operational planning including transportation and logistics as well as offsite fiscal year budget
- Final billing and reconciliation
- Initiates and maintains hotel vendor relationships including new properties
- Responsible for monitoring and responding to all inquiries in the DU Overflow mailbox
- Prepares offsite forecast and attends weekly Staff operations meeting with Benchmark and DU Operations
In addition, the DU Program Specialist role will:
- Attend Learning 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
- Must have excellent communication and negotiating skills (written and oral) with a consultative style, strong attention to detail, proven problem-solving skills, be able to work in a team-oriented environment and show excellent customer service skills
Required Qualifications:
- A minimum 3-5 years in the hospitality field required
- Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future
Preferred Qualifications:
- Knowledge and proficiency of hotel property management software (Infor SCS) preferred
- Proficient in the Microsoft Office suite
You may also be eligible to participate in a discretionary annual incentive program, subject to the rules governing the program, whereby an award, if any, depends on various factors, including, without limitation, individual and organizational performance.
Information for applicants with a need for accommodation:https://www2.deloitte.com/us/en/pages/careers/articles/join-deloitte-assistance-for-disabled-applicants.html
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As used in this posting, "Deloitte" means Deloitte Services LP, a subsidiary of Deloitte LLP. Please see [www.deloitte.com/us/about](http://www.deloitte.com/us/about) for a detailed description of the legal structure of Deloitte LLP and its subsidiaries.
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Requisition code: 340738
Job ID 340738