Alumnae Operations Manager

## Alumnae House Operations Manager Apply:
In Person:
Poughkeepsie, NY:
Full time:
Posted Today:
R
** Department
* * Alumnae House Inn
** Job Family
** Administrator
* * Vassar College is deeply committed to providing equal employment opportunities to all applicants and employees by promoting an environment of transparency and respect for differences. We welcome applications from individuals of all backgrounds who meet the qualifications of a posting. If you need to request an accommodation to fully participate in the search process, please contact*
* ** careers****.
**** Job Description
**** Position Summary
** The Alumnae House Operations Manager is a critical role, reporting directly to the General Manager (GM). This position is responsible for the seamless and efficient daily operation of the Inn's lodging and the Conference Center's event spaces. The ideal candidate is a hands-on, detail-oriented leader with a passion for hospitality, staff management, and ensuring exceptional guest and client experiences. This role requires the ability to work flexible hours, including weekends and holidays, based on the needs of the Inn and Conference Center.

This position is a 2- year contract role with the possibly for extension.  Alumnae House is a 20-room, 100 year-old, Tudor-style inn and conference center that also serves as the headquarters for Vassar’s Office of Advancement and Alumnae/i Association (AAVC).  
** Responsibilities:
** Operational Management
* Manage and oversee all daily operational activities of the Inn and Conference Center.
* Liaise with the Vice President of Advancement’s Executive Assistant to ensure the custodial duties related to office and public spaces throughout the building are properly executed.
* Ensure all facilities are maintained to the highest standards of cleanliness, safety, and operational excellence.
* Monitor inventory levels for all operational areas (lodging, housekeeping, and conference services) and coordinate supply ordering.
* Serve as the primary point of contact for the Facilities Operations department and all external vendors (including linens and other suppliers). Manage all service requests and timely execution.  Staff Supervision & Leadership
* Schedule, supervise and manage the performance of the unionized Reservations Specialists (part-time CWA), Custodial and Housekeeping (full-time SEIU) staff.
* Coordinate and execute training programs for direct reports to ensure consistent service delivery and adherence to operational procedures.
* Ensure staff schedules meet adequate coverage for all operational hours.
* Support the General Manager as a front-facing point of contact when the GM is unavailable.  Conference & Event Execution
* Oversee the timely and accurate execution of all set-ups for meetings and catered events, including tables, chairs, staging, and Audio/Visual (A/V) equipment.
* Act as the on-site point of contact for event clients to ensure all operational needs and last-minute requests are addressed promptly and professionally.
* Maintain a working knowledge of A/V equipment and troubleshoot minor technical issues during events.  Guest Services & Reservations
* Ensure the Reservations Specialists deliver excellent customer service, manage guest check-ins/outs, and handle guest inquiries or complaints efficiently.
* Collaborate with the General Manager to ensure rates, black-out dates, and other occupancy requirements are properly managed in the online reservation system.
* Manage the online reservation software and liaise with vendors to troubleshoot any issues as they arise (including OTAs).  Financial & Administrative
* Provide operational reports to the General Manager, as requested.
* Monitor operational expenses and ensure adherence to departmental budgets.
* Coordinate with HR on any matters related to staffing and supervision.  
** Required knowledge, skills and abilities
*** Minimum of 3-5 years of progressive experience in hospitality management, hotel operations, or conference services.
* Proven ability to lead, motivate, and manage diverse teams, including front-of-house and back-of-house staff.
* Strong organizational, multitasking, and problem-solving skills.
* Proficiency with Property Management Systems (PMS) and standard office software (e.g., Microsoft Office Suite). Familiarity with basic event A/V set-up and operation is essential.
* Ability to work flexible hours, including weekends and holidays, based on the needs of the Inn and Conference Center.
* Ability to interact…