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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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