Coordinator, Housing Operations and Guest Services

Coordinator, Housing Operations and Guest Services

The Coordinator, Housing Operations and Guest Services is a 12-month full-time staff position that reports to the Assistant Director, Housing Operations. This position is responsible for coordinating and overseeing the logistical aspects of camps and conferences hosted within the residential facilities, as well as ensuring the efficient operation of mail services and front desk activities. The Coordinator, Housing Operations and Guest Services provides essential customer service and serves as a liaison between housing operations, campus departments, and external stakeholders.

Camps and Conferences Responsibilities

• Coordinate the scheduling, housing assignments, and logistical needs for camps and conference groups.
• Serve as the primary point of contact for camp and conference organizers.
• Develop and implement check-in/check-out processes for summer camps and conference attendees.
• Collaborate with housekeeping and maintenance teams to ensure rooms are prepared and facilities are in working order.
• Manage billing and payments for camps and conferences.
• Maintain accurate records and reports for all camps and conference activities.

Mail Room Responsibilities

• Oversee the daily operations of the mailroom, ensuring timely sorting, delivery, and distribution of mail/packages to students and staff.
• Ensure compliance with mail and package handling policies.
• Train and supervise mailroom staff, ensuring they provide excellent customer service.
• Monitor inventory and order necessary mailroom supplies.
• Troubleshoot and resolve mail-related issues, working with external carriers as needed.

Front Desk Responsibilities

• Supervise front desk operations, ensuring coverage and excellent customer service during hours of operation.
• Train and support front desk staff to handle inquiries, room key distribution, and other resident needs.
• Monitor and address resident complaints, escalating to professional staff when necessary.
• Maintain accurate records of front desk operations, including check-in/check-out logs and incident reports.

General Responsibilities

• Provide consistent communication and act as a liaison between housing operations and other campus departments, including Facilities, Maintenance, and Groundskeeping.
• Assist in hiring, training, and supervising part-time front desk and mailroom staff.
• Serve as part of the Housing Operations team, attending staff meetings and collaborating on departmental projects.
• Respond to student and parent inquiries in a professional and timely manner.
• Assist in the implementation and use of housing software systems, such as Star Rez, as needed.

Competencies

Knowledge, Skills, and Abilities Collaboration/Teamwork, Communication (Oral and Written), Interpersonal Skills, Leadership, Multi-tasking, Organizational Skills, Problem-solving, Time Management, Adaptability, and Professionalism in an Education Setting.

Supervisory Responsibilities Direct Supervision

Work Environment: Regular work required outside of normal business hours, including nights, weekends & holidays, and required flexible availability. Work is primarily conducted in an indoor setting.

Physical Demands: Sitting, walking, standing, bending, repetitive typing, lifting up to (~35 lbs.)

Travel Required: Yes – Minimal If travel is required, the candidate must have and maintain a current, valid Texas driver's license and an acceptable driving record.

Required Education High school diploma or equivalent

Required Experience Two years of experience working with a diverse population, including education, camps/conferences, or other related experience.

Preferred Education Associate's Degree

Preferred Experience

• Experience working in residential life and housing or student life offices
• Familiarity with housing management software (e.g., Star Rez)

Expectations

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• Will have contact – in person, by email, or by phone – with staff, students, and the general public.
• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Regular and punctual attendance is an essential function of each employee.

Note:

With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands.

This is a security-sensitive position. Candidates will be subject to a criminal background check.