Program Coordinator, Conference & Guest Services

University of Arizona•Tucson, AZ

32d

About The Position

The Conference & Guest Services unit is a specialized area within Housing & Residential Life Facilities, and the Program Coordinator position for this unit is a year-round position that is very focused on the summer operations. All the responsibilities this person assumes are in service of a highly efficient summer conference program and service to our guests. The Program Coordinator for Conference & Guest Services, reporting to the Manager of Conference & Guest Services, is responsible for assisting in maintaining an efficient conference operation. This person is primarily responsible for coordination of all auxiliary services for groups and clients, management of the main Conference & Guest Services office and conference rooms, and oversight of the guest apartment processes. The Program Coordinator will directly oversee one or more components of the conference program and assist with day-to-day operations as needed. Position requires driving University vehicles and/or golf carts. Housing & Residential Life (Housing), a self-funded auxiliary housed in the Student Affairs division of the University of Arizona, operates 23 student dorms and one Graduate apartment complex that house 7,800 students annually on the University of Arizona Main Campus. Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Requirements

Bachelor's degree or equivalent advanced learning attained through professional level experience required.
Minimum of 3 years of relevant work experience is required.
Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.
Ability to adapt to flexible and dynamic duties and responsibilities within a fluid, and fast-paced work environment.
Ability to perform clerical maintenance, filing, typing, etc.
Ability to communicate verbally and in writing, and to facilitate meetings in both a one-on-one setting and group setting.
Ability to serve in on-call rotation for group emergencies and disciplinary issues during summer months.
Ability to work alternative schedules as needed.
Ability to climb stairs, lift tables and chairs, twist, pull and bend.
Ability to carry/move materials and supplies from one place to another.
Ability to move/transport up to 50 Ibs.

Nice To Haves

Experience supervising students and full-time staff.
Experience working in a hospitality or conference setting.

Responsibilities

Directly oversee one or more components of the summer conference program (housekeeping operations, business operations, individual guests, staff management, etc.).
Assist in the generation of new business, internal and external to the University.
Assist with the preparation of marketing materials, bid proposals and community outreach.
Assist in initial and on-going planning, developing, and maintaining master calendar of conference and individual guest accommodations and communicate schedule as appropriate.
Assist in preparing contracts outlining specific services for client groups; monitor the necessary guarantees and deadlines.
Fluency in the use of a conference management suite (e.g. Conference Programmer, RMS, StarRez).
Ability to think critically about the use of technology to improve the customer experience and to make operations more efficient.
Implement and monitor selection process for Conference & Guest Services student staff.
Assist with the development and implementation of student staff training activities.
Assist with supervision and evaluation of Conference & Guest Services student staff.
Ability to work non-standard work hours as needed. (In the summer months, the nature of the work may require working alternative schedules to meet the needs of the conference program).
Assist in other areas of Housing & Residential Life operations, participation on departmental committees and work groups, as necessary.
Answer phone calls, respond to voicemails, and greet visitors in main Conference and Guest Services office, directing to appropriate staff or department.
Maintain organization of the office and supplies, including overseeing all access to keys in Conference & Guest Services tel-case, storage spaces, and equipment inventory.
Manage Emergency TAC, linen and Campus Pantry item inventory and check out process and restock as needed.
Coordinate printing and supply orders and inventories.
Oversee and approve payroll of student staff as assigned.
Maintain accurate employment and group records and provide reports as necessary.
Coordinate the collection of discarded supplies and the U of A surplus process.
Maintain and reconcile budgets for various accounts; monitor expenditures and perform simple analysis on accounts; prepare both special and recurring reports for supervisor and authorize payments within prescribed limits; make recommendations for purchases.
Assist with development and creation of Conference Services meeting agendas, facilitation of meetings, and recording meeting minutes, as necessary.
Coordinate the reservation, usage and accounting of group and individual services including meeting space, classroom space, catering, special setups, parking, transportation, recreation and other miscellaneous needs.
Monitor the preparation of billing information for auxiliary services to client groups.
Manage activation and issuance of Temporary Access Cards to clients, as well as tracking and auditing access card inventory and assisting with access control issues as needed.
Establish and maintain relationships with key campus service providers.
Respond and assist with client group emergencies or disciplinary problems on a rotational basis.
Manage reservation system and schedule of Housing & Residential Life meeting spaces, including El Portal conference rooms.
Complete setup and appropriate configuration of conference room furniture to meet the needs of internal and external groups.
Complete the billing process for conference room rentals.
Coordinate and manage guest apartment facilities for visiting guests including booking, access and customer service.
Assist with various departmental activities during the August student Move-In process.
Other duties as assigned.