Conference and Administrative Services Coordinator

Conference and Administrative Services Coordinator Job no: 554080 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) 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 coordinator oversees housing mailroom locations on and off campus, supervision and customer support for residents and parents, and the UHS Space Reservation process. This position includes on‑call responsibilities and some weekday after‑hours and weekend work, especially during peak Conference season. Key Responsibilities 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, and 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. 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, assigning and un‑assigning all mailboxes and ensuring 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 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 Conference Assistants, and up to 15 Mailroom Student Assistants to maintain productivity and quantity. Serves as support for all aspects of the mailroom student assistant position when additional coverage is required. 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. 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 situations 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 and presentation skills. Ability to compose and appropriately format correspondence and business reports using correct English grammar, punctuation and spelling. Ability to clearly answer questions and explain procedures and policies to students and the public efficiently and courteously. Excellent interpersonal skills and ability to handle a high‑degree customer contact involving potentially emotional/controversial issues and resolve conflict while maintaining professionalism. Ability to respond to an emergency situation. Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies. 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. + ```json { #J-18808-Ljbffr