Job Listings

Program Coordinator Conference and Guest Housing

Company:
Western Washington University
Job Location:
Bellingham, Washington
Category:
Residence Life and Housing
The University Residences Conference and Guest Housing Program Coordinator is responsible for assisting the Manager of Guest & Housing Operations with guest housing; summer housing conference coordination, fall move-in logistics, and general Housing operations duties.

Special Work Hour Requirements: You will be required to work some non-typical workdays and hours (weekends) specific for move-in weekend(s) and select days throughout summer conferences.

Responsibilities

Administering On-Campus Guest Housing Program 30%

  • Manage day-to-day Guest Housing operations as primary coordinator and liaison during guests' stay
  • Oversee guest registration process, including inquiries, reservations and billing
  • Maintain Guest and Housing Operations unit website, online tools, and guest housing request tool
  • Assist the Manager in marketing campus facilities to prospective clients through publication, web, and direct client contact
  • Manage short term emergency guest housing programs
  • Serve as department guest housing liaison with campus partners such as Short-Term Emergency Housing Program (SEHP) and Athletics to arrange short term stays for their participants
  • Manage guest housing occupancy records in housing software database
  • Serve as Guest Housing representative for planning meetings with other campus partners
  • Functional knowledge of StarRez Summer Conference User Portal.
  • Archive Guest and Housing Operations electronic records

Coordinating Summer Conference Housing 25%

  • Provide customer-focused resources and guidance to over 8,000 overnight conference guests throughout season
  • Assist with day-to-day operations of front desks serving both summer conference guests and summer quarter academic students
  • Process building key orders
  • Manage student staff daily assignments
  • Coordinate housing logistics
    • Assist Manager with Liaison/communication with on campus conference coordinators
    • Communicate with UR units to ensure room readiness, key readiness, linens
    • Address problems during stay
  • Serve as backup for Manager Guest and Housing Operations as needed
  • Assist Occupancy Program Support Supervisor with building and room infrastructure setup for summer, and ensure building set-up meets occupancy needs outlined by Manager of Guest & Housing Operations
  • Functional knowledge of StarRez Conference Module and the Summer Conference User Portal.

Supervision - Summer Conference Student Desk Staff 25% 

  • Hiring and onboarding process for all seasonal student staff throughout the year
  • Develop training resources for summer desk staff
  • Coordinate annual spring hiring process for summer student-staff positions
  • Directly supervise front desk student staff and facilitate scheduling for student showroom attendants
  • May assist with supervision of other student conference staff
  • Verify time sheets and approve payroll for student hourly staff
  • Create weekly student staff schedule as well as manage shift-swaps and leave requests

Fall Move-In Volunteer Program 10% 

  • Liaison with UR graphics team for marketing materials and strategies to recruit and any other graphic or design needs
  • Manage the online database and registration process
  • Service as primary point of contact
  • Co-facilitate and develop training
  • Assist in the execution of fall quarter move-in for residential students
  • Serve on department Move In committee
  • Prepare narrative and/or statistical reports to summarize Move In data
  • Intersession liaison (spring to summer & summer to fall)

Operations 5%

  • Initiate, monitor, and reconcile expenditures for OCAST area purchases
  • Serve on the department Operations team
  • Order supplies for department

Other Duties As Assigned 5% 

Required Qualifications:

  • High school graduate or equivalent
  • Two years of relevant work experience and demonstrated proficiency with conferences, event services, or equivalent work
  • Two years of demonstrated excellent customer service work, including both written and verbal communication skills
  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Publisher, Outlook, Access, etc.)
  • Demonstrated ability to meet timelines, attention to detail, accuracy, and ability to self-check work
  • Ability to work under pressure, prioritize deadlines and shift between projects quickly
  • Ability to work collaboratively in a small team environment
  • Demonstrated multicultural competence in working with and understanding the perspectives of diverse groups of people
  • Willingness to work some nights, early mornings and weekends, especially from May - October
  • Ability to move items up to 30lbs, with or without reasonable accommodation
Preferred Qualifications:
  • AA/BA or higher (especially in related field)
  • Familiarity with campus housing in a university setting
  • Experience with information databases, higher education student information system, and/or other event management systems
  • Direct administrative work with conference/event management on a college campus
  • Supervisory experience, especially with student staff
  • Experience giving presentations or trainings
  • Experience with web-based technology platforms and concepts
  • Ability to work autonomously and self-starter
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