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, student supervision, customer and guest support for residents and parents, and the UHS Space Reservation process.

The position includes on‑call responsibilities and some weekday after hours and weekend work, especially during the summer months (June, July, August) and peak Conference season.

• Assist with the coordination and day‑to‑day operations of the academic year and summer Conference Housing Program, including guest housing and conference groups.
• Negotiate contracts and schedules, use of guest rooms, meeting spaces, and other housing facilities for 40 to 60 summer programs and academic year groups. Collaborate with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
• Provide crisis intervention by utilizing training to respond to campus housing students and guests, which may range from making a referral to intervening in a life‑threatening situation.
• Develop appropriate logistics, resources, and budgets needed to deliver contracted services.
• Supervise 1 to 2 student lead positions year‑round and up to 6 conference assistants during the summer.
• Coordinate all aspects of the department residential mail system for approximately 5,000 residents. Assign and un‑assign all mailboxes and ensure mail delivery.
• Respond to all inquiries involving mail delivery concerns from residents and parents.
• Respond to mailroom staff calls, including some after‑hours and weekends.
• Coordinate logistical operations of the overnight guest housing program during the summer and academic year, including scheduling of reservations.
• Audit and reconcile guest accounts regularly and follow up on outstanding payments due.
• Remain accessible and able to respond appropriately to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours.
• Guide 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.
• Support the mailroom student assistant position when needed, including picking up mail, sorting, and distribution of mail and packages.
• Liaise with campus departments and external groups to coordinate use of Conference rooms and Multi‑purpose rooms in the Residence Halls during the academic year and summer months.

• Understand, interpret, and apply policies and regulations to analyze and solve organizational and operational problems related to a comprehensive program.
• Have thorough knowledge of methods, procedures, and practices for providing high‑quality customer service and ensuring customer satisfaction.
• Know policies, procedures, regulations, and best practices pertaining to the organizing and administration of conference events.
• Take initiative and independently plan, organize, coordinate, and perform work in various situations with numerous and diverse demands.
• Be flexible, embrace change, and manage frequent interruptions.
• Create, organize, and carry out detailed plans.
• Exercise appropriate judgment and perform duties in the absence of close supervision.
• Support and monitor program budget allocations, and prepare appropriate reports.
• Collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
• Provide lead work direction.
• Knowledge of software applications such as word processing, spreadsheets, database management, and the Internet.
• Excellent oral, written,…