Conference and Administrative Services Coordinator

About the role

The Conference and Administrative Services Coordinator assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program, including guest housing and conference groups. They also oversee the UHS Space Reservation process.

Responsibilities

• Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups.
• Assists with negotiating contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs and academic year groups.
• Collaborates with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
• Provides crisis intervention by utilizing training to provide crisis response to campus housing students and guests, which can range from making a referral to intervening in a life-threatening situation.
• Develops appropriate logistics, resources and budgets needed to deliver contracted services.
• Responsible for supervision of 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer.
• Captures and organizes all aspects of the current department residential mail system for approximately 5,000 residents. Assigns and un-assigns all mailboxes and ensures mail delivery.
• Responds to all inquiries involving any mail delivery concerns, from residents and parents.
• Coordinates the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the scheduling of reservations.
• Audits and reconciles guest accounts regularly and follows up on outstanding payments due.
• Remains accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours.
• Serves as support for all aspects of the mailroom student assistant position when the Mailroom requires additional coverage, including picking up mail, and sorting and distribution of mail and packages.
• Liaison 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.

Requirements

Completion of a high school program, technical/vocational program, or their equivalents. Three years of related office work experience.

Qualifications

• Thorough knowledge of methods, procedures and practices, for providing high quality customer service and ensuring customer satisfaction.
• Thorough knowledge of policies, procedures, regulations, and best practices pertaining to the organizing and administration of conference events.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
• 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 and responsibilities 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 alternative courses of action.
• 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 as well as presentation skills.
• Excellent interpersonal skills and be able to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective and professionalism.
• Ability to respond to an emergency situation.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Knowledge of policies, procedures, and regulations in specific situations to analyze and solve organizational and operating problems related.
• Excellent oral and written communication skills.
• Excellent customer service and public relation skills.

Skills

• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program.
• Thorough knowledge of methods, procedures and practices, for providing high quality customer service and ensuring customer satisfaction.
• Thorough knowledge of policies, procedures, regulations, and best practices pertaining to the organizing and administration of conference events.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
• 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 and responsibilities 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 alternative courses of action.
• 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 as well as presentation skills.
• Excellent interpersonal skills and be able to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective and professionalism.
• Ability to respond to an emergency situation.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Knowledge of policies, procedures, and regulations in specific situations to analyze and solve organizational and operating problems related.
• Excellent oral and written communication skills.
• Excellent customer service and public relation skills.