Alumnae House Operations Manager

Vassar College•Poughkeepsie, NY

21d

About The Position

The Alumnae House Operations Manager reports directly to the General Manager and is responsible for the daily operation of the Inn’s lodging and the Conference Center’s event spaces. Alumnae House is a 20-room, 100-year-old Tudor-style inn and conference center that also serves as the headquarters for Vassar’s Office of Advancement and Alumnae/i Association. This is a two-year contract role, with the possibility of extension. The position requires flexible hours, including weekends and holidays, according to operational needs. The manager oversees operational activities, facility standards, supplies, vendor relationships, and service requests. The role supervises Reservations Specialists, Custodial staff, and Housekeeping staff; coordinates training and schedules; and supports the General Manager as a guest- and client-facing contact. It also oversees event setups and on-site event needs, supports guest services and reservations, manages the online reservation software, and provides operational reporting while monitoring expenses and departmental budgets.

Requirements

Minimum of 3–5 years of progressive experience in hospitality management, hotel operations, or conference services.
Proven ability to lead, motivate, and manage diverse teams, including front-of-house and back-of-house staff.
Strong organizational, multitasking, and problem-solving skills.
Proficiency with Property Management Systems (PMS) and standard office software, such as Microsoft Office Suite.
Familiarity with basic event A/V setup and operation.
Ability to work flexible hours, including weekends and holidays, based on the needs of the Inn and Conference Center.
Ability to interact effectively with a diverse community.
Ability to sit or stand for extended periods of time.

Nice To Haves

Bachelor’s degree in a related field.
Two years of supervisory experience.

Responsibilities

Manage and oversee daily operational activities of the Inn and Conference Center.
Liaise with the Vice President of Advancement’s Executive Assistant to ensure custodial duties for office and public spaces are properly executed.
Ensure facilities meet standards for cleanliness, safety, and operational excellence.
Monitor inventory for lodging, housekeeping, and conference services, and coordinate supply ordering.
Serve as the primary point of contact for Facilities Operations and external vendors, including linen and other suppliers.
Manage service requests and ensure their timely execution.
Schedule, supervise, and manage the performance of unionized Reservations Specialists, Custodial staff, and Housekeeping staff.
Coordinate and execute training for direct reports to support consistent service and adherence to procedures.
Ensure staff schedules provide adequate coverage for operational hours.
Support the General Manager as a front-facing point of contact when the GM is unavailable.
Oversee timely and accurate setups for meetings and catered events, including tables, chairs, staging, and A/V equipment.
Serve as the on-site contact for event clients and address operational needs and last-minute requests.
Maintain working knowledge of A/V equipment and troubleshoot minor technical issues during events.
Ensure Reservations Specialists provide customer service, manage guest check-ins and check-outs, and handle inquiries or complaints.
Collaborate with the General Manager to manage rates, blackout dates, and occupancy requirements in the online reservation system.
Manage online reservation software and work with vendors to troubleshoot issues, including those involving OTAs.
Provide operational reports to the General Manager as requested.
Monitor operational expenses and ensure adherence to departmental budgets.
Coordinate with HR on staffing and supervision matters.