Summer Conference Manager

Overview

Duties/Responsibilities 30%

USNH employees should apply within Workday through the Jobs Hub app. Summer Conference Managers are responsible for the overall coordination and execution of non-University of New Hampshire overnight guests in the summer months. Summer guests may include youth summer camps, adult professional conferences, and anything in between. Guests represent all walks of life and bring such richness to our campus in the summer months.

Coordination of guest stays is done primarily through other UNH staff or faculty sponsoring the group stay. Each Summer Conference Manager typically works with 5–10 groups in an average summer, but this varies per season.

• Host initial meeting with Group Coordinator to discuss assigned group needs (beginning in March/April)
  • Review relevant request form materials and group notes from previous year (when applicable) prior to meeting.
  • Maintain continued communication (via email, meetings, etc.) with Group Coordinator leading up to, during, and after group stay.
• Be available as needed for group check-ins, check-outs, and for the duration of the group stay.
• Provide direct customer service support to guests who call or visit the Summer Conference Office during office hours.
• Work closely with HF&O Managers to coordinate building preparations.
• Co-host weekly Summer Residential Facilities Planning meetings with relevant campus stakeholders to review incoming, current, or outgoing conference groups.
• Be familiar with and reinforce Youth Programs policies for the protection of minors.
• Maintain positive working relationships with relevant campus partners, including but not limited to University Conferences and Catering, Youth Programs, UNH Police, Durham Fire Department, Housing Facilities & Operations team members, UNH Facilities, Housing Network Systems team members, etc.
• Maintain positive working relationships with relevant off-campus vendors, including but not limited to, laundry (Boston Laundry), vending (AB Vending), and Xerox machine management (Conway Technology).

• Work with Group Coordinator to determine room usage and guest assignments.
• Input group rosters into Star Rez Conference module groups
  • Check guests in and out of Star Rez to maintain accurate campus occupancy records.
• Utilize Conference module for creating and tracking group invoices.
  • Note:
    
    payment collection does not occur through Star Rez
• Maintain accurate group rosters for distribution to inform relevant campus partners.

• Assist in coordinating linen inventory and needs for applicable groups.
• Conduct building(s) walkthrough at least 3–4 business days prior to group arrival to verify space readiness.
• Record and report Facilities and Housekeeping needs to appropriate UNH Housing/Facilities liaisons before and after group stay.
• Coordinate or perform escorts of Facilities and Contractor services in youth-designated buildings.
• Creating and posting necessary building signage.
• Coordinate additional group facility needs, including but not limited to refrigerator rentals, common area reservations, etc.
• Coordinate and maintain card access needs for campus guests through the CCure access system.
• Maintain accurate key inventories for relevant building utilized for conference guests.
• Coordinate combo lock changes with Housing and Facilities staff members when applicable.

• Coordinate hiring and training processes for 4–5 Hospitality Prep Crew (HPC) staff members (may or may not be UNH students).
• Co-Supervise HPC staff alongside other Conference Managers; duties may include:
  • Approving time in Kronos workforce system and general scheduling management
  • Holding weekly 1:1 and group meetings with staff to overview upcoming tasks for group readiness.
  • Coordinating with Co-Managers to prioritize and delegate weekly tasks to staff team.
  • General team dynamic and morale management
• Coordinate departmental vehicle usage for team purposes.
• Performing necessary staff tasks as needed (please see HPC job details for more information).

• Maintain inventory of various office operation supplies
• Serve on the Manager on Call rotation to manage urgent…