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 negotiate contracts and schedules, use guest rooms, meeting spaces, and other housing facilities for 40 to 60 summer programs and academic year groups. They collaborate with conference groups to identify event and guest needs, develop plans, and determine services required. They provide crisis intervention and develop logistics, resources, and budgets for contracted services.

Responsibilities

• Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program.
• Negotiates contracts and schedules, uses 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.
• Develops appropriate logistics, resources, and budgets needed to deliver contracted services.
• Supervises 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer.
• Coordinates 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.
• Responds to mailroom staff calls including some after-hours and weekends.
• Captures 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.
• Liaises 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. Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field preferred. Experience with conference or event planning, and/or hospitality management. Experience supervising professional or student staff. Experience coordinating an administrative process. Experience in an educational and/or residential setting. Customer Service experience.

Qualifications

Completion of a high school program, technical/vocational program, or their equivalents. Three years of related office work experience. Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field preferred. Experience with conference or event planning, and/or hospitality management. Experience supervising professional or student staff. Experience coordinating an administrative process. Experience in an educational and/or residential setting. Customer Service experience.

Skills

• Understanding, interpreting, and applying 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 situations 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 ability 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 and regulations in specific situations to analyze and solve organizational and operating problems.
• Excellent oral and written communication skills.
• Excellent customer service and public relations skills.
• Ability to communicate with constituents in a professional and respectful manner.

Benefits

Compensation Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $4,543/month - $4,634/month (Step 3 – Step 4)
CSU Salary Range: $4,367/month - $6,362/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.
Application Procedure: Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume, Letter of Interest. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.