Conference and Administrative Services Coordinator

at  California State University

Job no: 541336
Work type: Staff
Location: San José
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Probationary, Full Time, Student Services, On-site (work in-person at business location)

JOB SUMMARY

Reporting to the Senior Director, University Housing, the Conference and Administrative Services Coordinator performs duties under general supervision and works independently to assist with administering the Conference Housing Program, a comprehensive program providing summer and academic year student, conference group and guest housing services for approximately 5,000 to 7,500 individuals annually. The Conference and Administrative Services Coordinator oversees housing mailroom locations on and off campus, which includes student supervision and customer and guest support for residents and parents. The Conference and Administrative Services Coordinator also oversees the UHS Space Reservation process. This position includes on call responsibilities and some weekday after hours and weekend work with significant weekday after hours and weekend work during the summer months (June, July, August), peak Conference season.

KNOWLEDGE, SKILLS & ABILITIES

• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program
• Thorough knowledge of methods, procedures and practices, for providing high quality customer service and ensuring customer satisfaction.
• Thorough knowledge of policies, procedures, regulations, and best practices pertaining to the organizing and administration of conference events.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
• Ability to be flexible, embrace change, and manage frequent interruptions.
• Ability to create, organize and carry out detailed plans.
• Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
• Ability to support and monitor program budget allocations, and prepare appropriate reports.
• Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
• Ability to provide lead work direction.
• Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
• Excellent oral and written communication as well as presentation skills.
• Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner; apply judgment, discretion and initiative in performing a variety of tasks.
• Ability to communicate with constituents in a professional and respectful manner.

REQUIRED QUALIFICATIONS

• Completion of a high school program, technical/vocational program, or their equivalents.
• Three years of related office work experience.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field.
• Experience with conference or event planning, and/or hospitality management.
• Experience supervising professional or student staff.
• Experience coordinating an administrative process.
• Experience in an educational and/or residential setting.
• Customer Service experience.

• Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups.
• Assists with negotiating contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs and academic year groups. Collaborates with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
• Provides crisis intervention by utilizing training to provide crisis response to campus housing students and guests, which can range from making a referral to intervening in a life-threatening situation.
• Develops appropriate logistics, resources and budgets needed to deliver contracted services.
• Responsible for supervision of 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer.
• Coordinates all aspects of the current department residential mail system for approximately 5,000 residents. Assigns and un-assigns all mailboxes and ensures mail delivery.
• Responds to all inquiries involving any mail delivery concerns, from residents and parents.
• Responds to mailroom staff calls including some after-hours and weekends.
• Coordinates the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the scheduling of reservations.
• Audits and reconciles guest accounts regularly and follows up on outstanding payments due.
• Remains accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours.
• Coordinates, instructs, guides and checks the work of 1-2 Student Lead positions, up to 6 Conferences Assistants, and up to 15 Mailroom Student Assistants, in order to maintain levels of productivity and quantity.
• Serve as support for all aspects of the mailroom student assistant position when the Mailroom requires additional coverage, including picking up mail, and sorting and distribution of mail and packages.
• Liaison with campus departments and external groups to coordinate the use of Conference rooms and Multi-purpose rooms in the Residence Halls during the Academic year and summer months.