Event and Administrative Services Manager
2 weeks ago
Position Overview
The Conference and Administrative Services Coordinator plays a vital role in supporting the Senior Director of University Housing. This position is responsible for the effective management of the Conference Housing Program, which caters to a diverse range of summer and academic year housing needs for thousands of guests and students. The Coordinator supervises housing mailroom operations both on and off campus, ensuring excellent customer service and support for residents and their families. Additionally, this role manages the UHS Space Reservation process and includes on-call duties, with increased responsibilities during peak conference seasons.
Primary Responsibilities
- Facilitates the daily operations of the Conference Housing Program, ensuring seamless guest accommodations and support for conference groups.
- Engages in contract negotiations and scheduling for the use of guest rooms and meeting spaces, collaborating with conference representatives to assess their needs and develop tailored service plans.
- Provides crisis management support, utilizing training to address urgent situations involving housing students and guests, ranging from referrals to critical interventions.
- Plans and allocates resources and budgets necessary for delivering contracted services effectively.
- Supervises a small team of student leads year-round and manages up to six conference assistants during the summer months.
- Oversees the residential mail system for approximately 5,000 residents, ensuring efficient mailbox assignments and mail delivery.
- Addresses inquiries regarding mail delivery from residents and their families, providing timely and accurate responses.
- Handles after-hours mailroom staff calls as needed, ensuring continuous support.
- Coordinates logistics for the overnight guest housing program throughout the year, including managing reservation schedules.
- Regularly audits and reconciles guest accounts, following up on outstanding payments.
- Maintains availability to respond to urgent situations that may arise outside of regular business hours.
- Guides and evaluates the work of student leads, conference assistants, and mailroom student staff to uphold productivity standards.
- Acts as a resource for mailroom operations, assisting with mail handling and distribution when necessary.
- Collaborates with campus departments and external organizations to coordinate the use of conference and multi-purpose rooms in residence halls.
Qualifications and Skills
- Strong understanding of policies and regulations to effectively analyze and resolve operational challenges.
- Extensive knowledge of customer service principles, ensuring high levels of satisfaction.
- Familiarity with conference event organization and administration best practices.
- Proven ability to independently plan, organize, and execute tasks amidst diverse demands.
- Flexibility and adaptability to manage frequent interruptions and changes.
- Competence in creating and implementing detailed operational plans.
- Sound judgment and the ability to perform responsibilities with minimal supervision.
- Experience in budget management and report preparation.
- Ability to collect and analyze data, drawing valid conclusions and anticipating potential outcomes.
- Leadership skills to provide direction and support to team members.
- Proficiency in software applications, including word processing, spreadsheets, and database management.
- Exceptional communication skills, both oral and written, with the ability to prepare professional correspondence and reports.
- Capacity to clearly explain procedures and policies to students and the public in a courteous manner.
- Professional demeanor in all communications with stakeholders.
Education and Experience
- Completion of a high school program or equivalent.
- A minimum of three years of relevant office experience.
Preferred Qualifications
- Bachelor's Degree in a relevant field such as Education, Hospitality Management, or Business Administration.
- Experience in conference or event planning and hospitality management.
- Previous supervisory experience of staff or students.
- Experience in coordinating administrative processes.
- Background in educational or residential environments.
- Strong customer service experience.
Compensation and Benefits
Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,865/month - $4,397/month
CSU Salary Range: $3,865/month - $6,336/month
San Jose State University provides a comprehensive benefits package typically valued at 30-35% of the base salary.
Application Process
Interested candidates should complete the SJSU Online Employment Application and attach the required documents, including a resume and a letter of interest.
Additional Information
Successful completion of a background check is required for employment. San Jose State University is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination in all employment practices.
-
Event Service Specialist
1 week ago
San Jose, California, United States Crescent Services Full timeJOB OVERVIEWCrescent Services is in search of a dedicated Event Service Specialist. The successful candidate will play a crucial role in preparing banquet spaces, delivering food and beverages, and upholding exceptional standards of service and guest satisfaction.KEY RESPONSIBILITIES:Prepare banquet areas with linens, service items, and glassware as...
-
Event Service Attendant
1 week ago
San Jose, California, United States Crescent Services Full timeJOB OVERVIEWCrescent Services is in search of a dedicated Event Service Attendant. The successful candidate will play a vital role in preparing banquet spaces, delivering food and beverages, and maintaining exceptional standards of service and guest satisfaction.KEY RESPONSIBILITIES:Prepare banquet areas with linens, service items, and glassware as per...
-
Event Service Attendant
1 week ago
San Jose, California, United States Crescent Services Full timeJOB OVERVIEWCrescent Services is in search of a dedicated Banquet Server. The successful candidate will play a vital role in preparing banquet spaces, serving culinary delights and beverages, while upholding exceptional standards of service and guest satisfaction.KEY RESPONSIBILITIES:Prepare banquet areas with linens, tableware, and glassware as...
-
San Francisco, California, United States McCall Staffing Services Full timePosition OverviewThe Administrative Coordinator will play a crucial role in a dynamic investment firm specializing in early-stage fintech ventures. This position is designed for a dedicated individual who thrives in a fast-paced environment and is committed to ensuring the seamless operation of the office and associated events.Key Responsibilities:Serve as...
-
Event Services Supervisor
2 weeks ago
San Jose, California, United States Troon Golf, L.L.C. Full timeAbout the Event Services Supervisor:As an Event Services Supervisor, you will be responsible for greeting attendees upon their arrival and facilitating their seating arrangements. You will collaborate with management and event coordinators to strategize the layout and logistics of various functions. Your role will also involve organizing and overseeing staff...
-
Event Security Specialist
1 day ago
San Diego, California, United States Allied Universal Event Services Full timeJob SummaryWe are seeking a highly motivated and detail-oriented Event Security Specialist to join our team at Allied Universal Event Services. As an Event Security Specialist, you will be responsible for ensuring the safety and security of our clients' events, while providing exceptional customer service to our guests.Key ResponsibilitiesEvent Day...
-
Event Management Specialist
2 weeks ago
San Jose, California, United States CBRE Full timeEvent Management SpecialistAbout the RoleJoin CBRE as an Event Management Specialist, where you will play a pivotal role in enhancing the meeting and event experience for our clients. This position is essential in delivering exceptional service and ensuring that every event runs smoothly.Key Responsibilities:Serve as the primary liaison for smaller...
-
Administrative Event Planner
2 weeks ago
San Francisco, California, United States 22nd Century Technologies Inc. Full timePosition OverviewWe are seeking a dedicated Event Coordination Specialist to join our team at 22nd Century Technologies Inc. This role is essential for managing and executing various corporate events with precision and professionalism.Key ResponsibilitiesOversee the planning and execution of events, ensuring all details are managed effectively.Provide...
-
Event Service Specialist
2 weeks ago
San Jose, California, United States Bellarmine College Preparatory Full timePosition OverviewEvent Service Specialist Bellarmine College Preparatory is dedicated to fostering a community of learning and service, rooted in the Jesuit tradition.The Event Service Specialist plays a crucial role in delivering outstanding service throughout the event lifecycle, ensuring that all guests experience the highest level of satisfaction....
-
Administrative Event Organizer
1 week ago
San Francisco, California, United States 22nd Century Technologies Inc. Full timePosition OverviewWe are seeking a dedicated Event Coordination Specialist to join our team at 22nd Century Technologies Inc. This role requires a blend of organizational skills and effective communication to ensure successful event execution.Key ResponsibilitiesManage all aspects of event planning, including logistics, scheduling, and coordination.Oversee...
-
Event Coordination Specialist
2 weeks ago
San Jose, California, United States Comida For Familias, Inc. Full timeOverview: Join Comida For Familias, Inc. as an Event Coordination Specialist, where you will play a pivotal role in planning, organizing, and executing a variety of community-focused events. Our mission is to support the underprivileged and enhance community engagement through diverse activities. Key Responsibilities: Facilitate the collaboration of team...
-
Event Planning Specialist
2 weeks ago
San Jose, California, United States Michael's Inc Full timePosition OverviewAs an Event Planning Specialist, you will be responsible for orchestrating and managing various events within our retail environment. Your role will focus on delivering a seamless and enjoyable experience for our guests.Key ResponsibilitiesEvent Management: Organize and oversee multiple events simultaneously, including children's parties and...
-
Event Support Personnel
2 weeks ago
San Mateo, California, United States ATN Event Staffing Full timeJob OverviewPosition SummaryATN Event Staffing is in search of enthusiastic event support personnel to assist with a significant annual conference for software industry leaders. This prestigious event will feature numerous sessions led by top professionals in the software sector.Key InformationLocation: San Mateo, CACompensation: $20.00/hr plus overtime for...
-
Senior Administrative Manager
1 week ago
San Francisco, California, United States Buchanan Legal Professional Services Full timeA prominent international law firm, known for delivering innovative legal solutions to top financial institutions and Fortune Global 500 companies, is seeking a Senior Administrative Manager for their San Francisco office.The Senior Administrative Manager will manage the day-to-day operations of specific departments across the California offices.**Key...
-
San Jose, California, United States San Jose State University Full timePosition OverviewThe Conference and Administrative Services Coordinator is a pivotal role within the University Housing department, reporting directly to the Senior Director. This position is responsible for the effective management of the Conference Housing Program, which caters to a diverse range of guests, including students and conference attendees,...
-
Event Center Operations Supervisor
2 weeks ago
San Jose, California, United States Student Union, Inc. of SJSU Full timeJob Title: Event Center Operations SupervisorDepartment: Student Union AdministrationSupervisor: Director, Event Center – Events and ProgramsLocation: Event CenterClassification : Full-TimeFLSA Status: ExemptCompensation Range: $70,125 – $94,875The Student Union, Inc. is a nonprofit organization that oversees multiple facilities at San José State...
-
Event Services Director
6 days ago
San Diego, California, United States Town and Country Resort Full timeJob Summary:Town and Country Resort is seeking an experienced Banquet Captain to lead our banquet team for all events. As a key member of our events team, you will be responsible for ensuring seamless execution of banquet functions, including setup, service, and breakdown.Key Responsibilities:Assist the Banquet Manager in selecting, training, and scheduling...
-
Administrative Coordinator
2 days ago
San Jose, California, United States Balbix Full timeAbout the RoleBalbix is seeking an experienced Office/HR Administrator to join our dynamic team. As a key member of our operations team, you will be responsible for providing administrative support to our employees and ensuring the smooth day-to-day operation of our office.Key ResponsibilitiesManage office supplies and maintain a well-stocked...
-
Event Planning Specialist
2 weeks ago
San Jose, California, United States Wedgewood Weddings Full timeJoin Our Team as an Event Planning Specialist! Wedgewood Weddings is in search of an enthusiastic addition to our Weddings & Events division. We are currently accepting applications for the role of Event Planning Specialist, which serves as a foundational position designed to prepare you for a full-time Wedding Sales Consultant & Coordinator role. This...
-
Administrative Coordinator
3 days ago
San Jose, California, United States Takara Bio Full timeAbout the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Takara Bio USA. As the first point of contact for our guests, you will be responsible for maintaining a professional and welcoming atmosphere at our front desk.Key ResponsibilitiesGreet and direct guests, ensuring a warm and hospitable...
