Conferences and Administrative Services Specialist

4 weeks ago

San Jose, United States San Jose State University Full time
Key Responsibilities
  • Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups.
  • Assists with negotiating contracts and schedules, use of 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.
  • Assists with preparing marketing sales proposals to meet group needs, and with aggressively pursuing these prospective clients in order to secure their business; including coordinating site visits and cold calling.
  • Develops appropriate logistics, resources and budgets needed to deliver contracted services.
  • 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.
  • Helps prepare, develop, update and maintains conference brochures and materials in collaboration with the Conference Coordinator.
  • Coordinates all aspects of the current department residential mail system for up to 5,000 residents at multiple locations.
  • Manages parcel tracking database system for mailroom.
  • Develops, maintains, and proposes changes to Mailroom protocols and procedures.
  • Provides lead supervision for the Conference and Administrative Services Coordinator including hiring, onboarding and supervision of day-to-day task.
  • Supervises student assistant who coordinates overnight guest housing.
  • Liaison 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.
  • Provides support for and assists with administrative processes including assignments and front desk operations as needed

 

Knowledge, Skills & Abilities

  • Ability to understand, interpret, and apply 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.
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
  • Ability to create, organize and carry out detailed plans.
  • 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.
  • 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; apply judgment, discretion and initiative in performing a variety of tasks.
  • Excellent interpersonal skills and be able 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.
  • Excellent oral and written communication skills.
  • Excellent customer service and public relation skills.
  • Ability to communicate with constituents in a professional and respectful manner.

 

Required Qualifications

  • A bachelor's degree and/or equivalent training.
  • Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

 

Preferred Qualifications

  • A Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field
  • Experience with conference or event planning, and/or hospitality management. 
  • Experience supervising professional staff. 
  • Experience coordinating an administrative process. 
  • Experience coordinating mail services or a related operation.
  • Experience in an educational and/or residential setting. 
  • Customer Service experience.

 

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $4,379/month - $4,977/month
CSU Salary Range: $4,379/month - $7,922/month

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 .

 

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