Conference and Administrative Services Coordinator

Job Summary

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. This program provides 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, including student supervision and customer and guest support for residents and parents.

The position also oversees the UHS Space Reservation process. This role includes on-call responsibilities and some weekday after-hours and weekend work, with significant after-hours and weekend work during the summer months (June–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.
• Assist with negotiating contracts and schedules, use of guestrooms, 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, including crisis response in life-threatening situations when applicable.
• 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 current department residential mail system for approximately 5,000 residents. Assign and un-assign mailboxes and ensure mail delivery.
• Respond to inquiries involving mail delivery concerns from residents and parents.
• Respond to mailroom staff calls, including some after-hours and weekends.
• Coordinate the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the 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 on weekdays, weekends, holidays, and after business hours.
• Coordinate, instruct, guide, and check 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.
• Serve as support for all aspects of the mailroom student assistant position when additional coverage is needed, including picking up mail and sorting/distributing mail and packages.
• Liaise 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.

• Ability to understand, interpret, and apply policies and regulations to analyze and solve organizational and operational problems related to a comprehensive program.
• Thorough knowledge of methods and practices for providing high-quality customer service and ensuring customer satisfaction.
• Thorough knowledge of policies, procedures, regulations, and best practices pertaining to organizing and administering conference events.
• Ability to take initiative, independently plan, organize, coordinate, and perform work under numerous and diverse demands.
• 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 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 action alternatives.
• 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 format correspondence and business reports using proper English grammar, punctuation, and spelling.
• Ability to clearly answer questions and explain procedures and policies to students and the public in a courteous manner; apply judgment and initiative in performing tasks.
• Excellent interpersonal skills and the ability to handle high levels of customer contact surrounding potentially emotional or controversial issues.
• Ability to respond to an emergency situation.
• Ability to maintain confidentiality and handle sensitive communications for students, staff, and external agencies.
• Ability to understand, interpret, and apply policies and regulations to analyze and solve organizational and operating problems.
• Excellent customer service and public relations skills.
• Ability to communicate with…