Program Coordinator, Conference and Guest Services
Posting Number: req6165
Department: Residential Facilities
Location: Main Campus
Address: Tucson, AZ USA
The Conference & Guest Services unit is a specialized area within Housing & Residential Life Facilities, and the Program Coordinator position for this unit is a year-round position that is very focused on the summer operations. All the responsibilities this person assumes are in service of a highly efficient summer conference program and service to our guests.
The Program Coordinator for Conference & Guest Services, reporting to the Manager of Conference & Guest Services, is responsible for assisting in maintaining an efficient conference operation. This person is primarily responsible for coordination of all auxiliary services for groups and clients, management of the main Conference & Guest Services office and conference rooms, and oversight of the guest apartment processes. The Program Coordinator will directly oversee one or more components of the conference program and assist with day-to-day operations as needed. Position requires driving University vehicles and/or golf carts.
This is an Extended Temporary Employment (ETE) position.
Housing & Residential Life (Housing), a self-funded auxiliary housed in the Student Affairs division of the University of Arizona, operates 24 student dorms and one Graduate apartment complex that house 7,000 students annually on the University of Arizona Main Campus.
Our Mission: Helping Students Build a Foundation for Success
- Excellence -Excellence is performing at an extraordinary level and exceeding expectations
- Respect - Respect is treating others courteously and professionally in all situations; valuing and honoring diversity in others; being honest, direct, and courteous in all communications and loyal to all, including those not present
- Integrity - Integrity is doing the right thing, being honest with oneself and others, being authentic, and being transparent in intent
- Caring - Caring is being welcoming, kind, compassionate, and willing to help others; showing concern for a person's needs; listening more and talking less
Housing & Residential Life supports the UA's diversity and inclusiveness strategic initiatives designed to create an inclusive environment for all faculty, staff, and students. The candidate is expected to support diversity and inclusiveness efforts in the department and the university.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here http://talent.arizona.edu/
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:
- Directly oversee one or more components of the summer conference program (ex. housekeeping operations, business operations, individual guests, staff management, etc.)
- Assist in the generation of new business, internal and external to the University
- Assist with the preparation of marketing materials, bid proposals and community outreach
- Assist in initial and on-going planning, developing, and maintaining master calendar of conference and individual guest accommodations and communicate schedule as appropriate
- Assist in preparing contracts outlining specific services for client groups; monitor the necessary guarantees and deadlines
- Fluency in the use of a conference management suite (e.g., Conference Programmer, RMS, StarRez)
- Ability to think critically about the use of technology to improve the customer experience and to make operations more efficient
- Implement and monitor selection process for Conference & Guest Services staff
- Assist with the development and implementation of staff training activities
- Assist with supervision and evaluation of Conference & Guest Services staff
- Ability to work non-standard work hours as needed. In the summer months, the nature of the work may require working alternative schedules to meet the needs of the conference program.
- Assist in other areas of Housing & Residential Life operations, participation on departmental committees and work groups, as necessary
- Answer phone calls, respond to voicemails, and greet visitors in main Conference and Guest Services office, directing to appropriate staff or department
- Maintain organization of the office and supplies, including overseeing all access to keys in Conference & Guest Services tel-case, storage spaces, and equipment inventory
- Manage Emergency TAC, linen and Campus Pantry item inventory and check out process, and restock as needed
- Coordinate printing and supply orders and inventories
- Oversee and approve payroll of student staff as assigned
- Maintain accurate employment and group records and provide reports as necessary
- Coordinate the collection of discarded supplies and the UA surplus process
- Maintain and reconcile budgets for various accounts; monitor expenditures and perform simple analysis on accounts; prepare both special and recurring reports for supervisor and authorize payments within prescribed limits; make recommendations for purchases
- Assist with development and creation of Conference Services meeting agendas, facilitation of meetings, and recording meeting minutes, as necessary
- Coordinate the reservation, usage and accounting of group and individual services including meeting space, classroom space, catering, special setups, parking, transportation, recreation and other miscellaneous needs
- Monitor the preparation of billing information for auxiliary services to client groups
- Manage activation and issuance of Temporary Access Cards to clients, as well as tracking and auditing access card inventory and assisting with access control issues as needed
- Establish and maintain relationships with key campus service providers
- Respond and assist with client group emergencies or disciplinary problems on a rotational basis
- Manage reservation system and schedule of Housing & Residential Life meeting spaces, including El Portal conference rooms
- Complete setup and appropriate configuration of conference room furniture to meet the needs of internal and external groups
- Complete the billing process for conference room rentals
- Coordinate and manage guest apartment facilities for visiting guests including booking, access and customer service
- Assist with various departmental activities during the August student Move-In process
- Other duties as assigned
Knowledge, Skills and Abilities:
- Ability to adapt to flexible and dynamic duties and responsibilities within a fluid, and fast-paced work environment
- Ability to carry materials and supplies from one place to another
- Ability to perform clerical maintenance, filing, typing, etc.
- Ability to communicate verbally and in writing, and to facilitate meetings in both a one on one setting and group setting
- Ability to serve in on-call rotation for group emergencies and disciplinary issues during summer months
- Ability to work alternative schedules as needed
- Ability to move/transport to 50 Ibs
- Ability to climb stairs, lift tables and chairs, twist, pull and bend
Experience using Microsoft Office suite: Word; Excel; Access; Outlook
Valid Driver's License and Ability to drive according to the University Fleet Safety Policy.
Bachelor's degree or equivalent advanced learning attained through professional level experience required.
Minimum of 3 years of relevant work experience is required.
* Experience supervising student and full-time staff
* Experience working in a hospitality or conference setting
Full Time/Part Time: Full Time
Number of Hours Worked per Week: 40
Job FTE: 1.0
Work Calendar: Fiscal
Job Category: Student Services
Benefits Eligible: Yes - Full Benefits
Rate of Pay: $35,000-$37,000 DOE
Compensation Type: salary at 1.0 full-time equivalency (FTE)
Career Stream and Level
Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)
Number of Vacancies: 1
Expected End Date: 8/21/2022
Contact Information for Candidates
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution and a Native American/Alaska Native-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.