Conference Services Manager

Details

Posted: 06-Feb-24

Location: Claremont, California

Type: Full-time

Salary: $25.00 per hour

Categories:

Staff/Administrative
Student Affairs/Services

Employment Type:

Full-time

Organization Type:

Higher Education Institution

Required Education:

Bachelor’s

Location:

Claremont, CA

 

Job Posting Title:

Conference Services Manager

 

Job Details and Requirement:

Position Title:

Conference Services Manager

 

Department:  Division of Student Affairs; Residence Life and Conference Services 

Supervisor: Associate Dean of Students and Director of Residence Life and Conference Services              

 

 

GENERAL DESCRIPTION 

This position manages all administrative aspects of the College’s conference operations. Responsibilities include supervision of student employees and intern/grad assistants. This position works closely with all Residence Life staff to cultivate a caring on-campus learning community and ensure the safety and comfort of guests. 

 

           

ESSENTIAL FUNCTIONS:

• Supervise all aspects of conference services operations, including working directly with clients, setting pricing, creating new agreements, summer occupancy management, and sound fiscal management. 
• Supervise summer Conference Services grad students, temp staff, and/or conference assistants. 
• Coordinate the transition of residence halls between Conference Services and Residence Life including, but not limited to, ensuring damages are accounted for, repairs and cleaning of rooms are scheduled at the appropriate times and communicating the room cleaning schedule to Residence Life Staff and ensuring early arrival rooms are ready to be occupied, including ongoing communication with impacted residents. This includes coordination of Summer Housing.
• Perform a wide variety of administrative and clerical tasks.  Exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
• Work collaboratively with the Residence Life staff, Resident Assistants, Conference Assistants, and other student leaders to ensure a quality experience for students and guests. 
• Assist with the development of departmental dashboards and reports to support data-driven decisions.
• Serve on Student Affairs, Pitzer, and consortia committees, such as, but not limited to: The Claremont Colleges Conference Coordinators Committee
• Participate in 24 hour on-call duty rotation for client support when conferences are being hosted on campus.
• Assist with divisional, ResLife, and campus signature events and programs, committees, and support (such as move-in, hall closings, etc)
• Train and supervise student staff and coordinate daily operations of Residence Life Conference Assistants including the functions of a service desk.  
• Coordinate all aspects of planning, communications, budgeting, and hosting residential and non-residential educational programs on-campus throughout the entire year. Responsibilities include conducting campus tours, providing linens, room cleaning, carpet cleaning, managing maintenance schedules, meal plans, and door access card coding. 
• Maintain close communication with faculty, staff, students, outside agencies and other individuals as needed. Respond independently to inquiries requiring knowledge of department and College policies, procedures, and guidelines as they relate to housing and conference services.
• Perform other essential duties and tasks specific to the position.

 

Basic Qualifications: Must have a bachelor’s degree from an accredited institution, preferably a residential, liberal arts college/university. Must have two to three years of relevant work experience in positions of increasing responsibility, preferably at a residential, liberal arts college OR hospitality services.

 

Preferred Qualifications: Experience supervising the work of others and administrative experience managing a fast-paced office are preferred. Experience with conference services preferred. Preference for full-time work experience in a residential, liberal arts institution of higher education.

 

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

 

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

 

• Proficient with database management systems (i.e. Residence by Symplicity, Jenzabar CX, Blackboard, Onity Integra 5, and Cognos).
• Proficient with recent versions of the Microsoft Office Suite, including strong Excel skills with the ability to prepare complex reports with tables and graphs.
• Ability and willingness to learn additional technology as needed in order to complete essential functions of the position.
• Must have a student-centered approach and convey a passion for a liberal arts, higher education.
• Strong organizational skills to manage multiple tasks and priorities while satisfying commitments.
• Knowledge of conducting research, evaluating sources, analyzing information, and producing complex reports.
• Comprehend and ability to manage basic fiscal matters, such as program budgets, approving payroll, processing payments for invoices, and preparing journals using spreadsheets (Excel) and data systems (e.g. Workday Financials)
• Ability to identify and resolve problems in a timely manner, gathering and analyzing relevant information skillfully.  Considers needs of stakeholders and when to involve others in the decision-making process.
• Ability to maintain strict confidentiality, remain open to the ideas of others, exhibit a willingness to try new things, and demonstrate maturity and composure in dealing with difficult or sensitive situations.
• Speaks and writes English clearly, accurately and persuasively, with attention to detail and consideration for the target audience.
•  Demonstrated initiative in prioritizing and planning work activities, uses time efficiently. Adapts to changes in the work environment, manages competing demands, and deals with frequent change, interruptions, delays or unexpected events with aplomb.
• Ability and appreciation for working and interacting with a culturally and ethnically diverse population of students, staff, faculty, and other groups.
• Strong supervisory skills with the ability to supervise and direct work of a large team of student employees.

 

Supervisory Responsibility :  Will supervise graduate students, temporary conference staff, and undergraduate student employees.

 

Time Type: Temporary, 12months

 

Work Schedule :  This is a Temporary, full-time position working 40 hours per week, for 12 months. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. Will be required to work evenings and weekends as needed.   These hours will vary due to needs of the College or department.  

 

Work Model: On-Campus

 

Compensation: Budget Salary $25.00 per hour

 

Working Environment : Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Will occasionally work outdoors for events and activities.
 

Physical Requirements: This is a somewhat active position. Must be able to:

• Sit for prolonged periods of time;
• Operate a computer for prolonged periods of time;
• Communicate with others by email, in person and over the telephone;
• Read printed materials and a computer screen;
• Have the mobility to work in a standard office setting and use standard office equipment;
• Assist with the set-up, staffing and clean-up of events (e.g. tables, signage, supplies, boxes, etc.)
  • Grasping, pulling, pushing, stooping, bending, and twisting;
  • Climbing step ladders, reaching out and overhead;
  • Lift 20 pounds from the ground to waist level unassisted;
• Must be able to drive and transport students in motorized vehicles or electric utility carts as needed;
• Have the stamina to work in a fast-paced work environment;
• Have the stamina to work day-long events/activities on- and off-campus; and
• Must satisfy the physical requirements in the chart below.

 

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter :  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume : List relevant qualifications and dates of experience.
• Professional References : References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Basic Qualifications: Must have a bachelor’s degree from an accredited institution, preferably a residential, liberal arts college/university. Must have two to three years of relevant work experience in positions of increasing responsibility, preferably at a residential, liberal arts college OR hospitality services.

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About Pitzer College
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.
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