Conference and Administrative Services Coordinator

1 week ago

San Jose, California, United States San Jose State University Full time
Job Summary

**Job Title:** Conference and Administrative Services Coordinator

**Job Summary:** We are seeking a highly organized and detail-oriented Conference and Administrative Services Coordinator to join our team at San Jose State University. The successful candidate will be responsible for coordinating and administering the Conference Housing Program, a comprehensive program providing summer and academic year student, conference group, and guest housing services.

**Key Responsibilities:**

  • Assist with the coordination and day-to-day operations of the academic year and summer Conference Housing Program, including guest housing and conference groups.
  • Negotiate contracts and schedules for the use of guest rooms, meeting spaces, and other housing facilities for 40 to 60 summer programs and academic year groups.
  • Collaborate with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
  • Provide crisis intervention and utilize training to respond to campus housing students and guests, including making referrals and intervening in life-threatening situations.
  • Develop logistics, resources, and budgets needed to deliver contracted services.
  • Supervise 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer.
  • Coordinate all aspects of the department's residential mail system for approximately 5,000 residents, including assigning and un-assigning mailboxes and ensuring mail delivery.
  • Respond to inquiries involving mail delivery concerns from residents and parents.
  • Coordinate the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the scheduling of reservations.
  • Audit and reconcile guest accounts regularly and follow up on outstanding payments due.
  • Remain accessible and respond to urgent or emergency situations that arise on weekdays, weekends, holidays, and after business hours.
  • Coordinate, instruct, guide, and check the work of 1-2 Student Lead positions, up to 6 Conferences Assistants, and up to 15 Mailroom Student Assistants to maintain productivity and quality.
  • Liaise 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.

**Knowledge, Skills & Abilities:**

  • Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems.
  • 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 and presentation skills.
  • Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation, and spelling.
  • Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner.

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