Summer Conferences & Groups, LEAD Coordinator

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Job:

Summer Conferences & Groups, LEAD Coordinator

Job Summary:

Barnard College
Summer @ Barnard Department
Summer Conferences & Groups, LEAD Coordinator
The Summer @ Barnard department is looking for an organized, hard-working and meticulous individual who will be a self-starter and confident leader. Our LEAD Coordinator should be committed to providing optimal customer service to our clients and keeping the customer experience at the forefront throughout their daily interactions, goal setting and work accomplishments. The Summer @ Barnard department works with minors, so this staff is expected to maintain confidentiality and sensitivity with information and portray high professional standards and integrity.

Job Description:

Duties and Responsibilities
CONFERENCE & EVENTS SUPPORT
● Assist with preparation for guest arrival by assembling welcome packets, residential keys and IDs, organizing rosters, pamphlets and campus guides, completing spreadsheets and researching community resources.
● Assist with managing operations and logistics for guest arrivals by designing workflow, creating spreadsheets and monitoring data for accuracy in various application systems
● Collaborate with the conference manager to plan and schedule logistics for guests such as housing, classrooms, event spaces, IDs, dining and gym access.
● Assist with organizing program planning meetings to review logistics and create an action plan for guest arrivals.
● Oversee move-in and move-out procedures of summer guests, ensuring details are confirmed and the process is streamlined.
● Contact companies about booking events such as tickets for shows, trips and museums and provide guidance and recommendation of places and activities in and around NYC that summer guests can attend.
● Be knowledgeable and aware of on-campus departments, support services and resources to serve as an asset to summer guests
● Provide a high level of customer service to all guests that is positive and professional whether email, in-person or via phone.

COLLABORATION
● Assist with designing and hosting training for summer staff and collaborate with supervisors on creating training
manuals and presentations.
● Assist with brainstorming and creating on hand training for duty scenarios and procedures
● Assist with creating a equitable and inclusive work schedule for all Summer Conference LEADS
● Collaborate with the conference manager to prepare the morning Opening Circle (OC) meeting agenda which will cover arriving guests, conference daily schedule, overnight concerns, updates and event changes etc.
● Co-host weekly staff meetings for Summer Conference LEADS to provide information sharing and transparency
● Work closely with Summer @ Barnard team members when necessary on their sponsored events such as: fairs, welcome events, workshops, orientation, seminars etc.
● Collaborate with staff members to plan opportunities such as social events to create a welcoming and cohesive community for all summer guests

CAMPUS PARTNERS
● Liaise with campus partners, such as: Information Technology, Beyond Barnard, Title IX, The Center for Accessibility Resources & Disability Services (CARDS), etc.
● Work closely with Events Management, ensuring daily reservations and event times are correct, last minute requests are confirmed, set-up for events is correct and guest resource needs are completed
● Work closely with Facilities on maintenance issues, linen delivery and exchanges, common space cleaning and daily follow-up on outstanding issues until they are resolved
● Work closely with Community Safety (CARES) and Columbia (CUID) on ID processing, access control and troubleshooting ID issues
● Work closely with Mail Services on guest mail and packages, issues and concerns
● Work closely and collaborate with Residential Life on room keys, lock changes and room vacancy timelines
● Liaise with Dining Services on dining schedule, speciality catering orders and troubleshoot dining issues

COMMUNICATION
● Check-in daily with the Summer Conference team to inquire about updates and/or concerns
● Monitor the summer conference inbox and refer or respond expeditiously to inquiries, concerns and questions
● Answer the conference office phone; taking messages, responding to calls and texts from clients
● Present a positive image and professional demeanor to summer guests, fulfillment partners and team members
● Provide and receive constructive feedback from team members, summer guests and fulfillment partners

● Create a sense of community around inclusion for all conference guests that is mission-focused and customer-centered
● Design the conference e-bulletin for guests about summer reminders, news and updates
● Create and manage the staff social messaging app and respond to questions and concerns expeditiously
● Support and foster community building amongst all Summer Conference LEADS by creating opportunities for all staff members to bond and exchange ideas
RESIDENTIAL SUPPORT
● Assist the Manager for Conferences with plotting housing assignments, reviewing housing rosters and carrying out preparatory residential tasks.
● Coordinate, oversee and manage the room inspection process of residential rooms and communal spaces prior to and upon departure of guests, which includes creating room condition forms, conducting follow-up inspections and ensuring submitted work orders are rectified
● Build a working relationship with building Access Attendants by discussing policy violations, summer policies and daily updates related to guests in residence
● Remain flexible and available as the presence of all staff members may be needed on campus in cases of emergencies such as power outages, storms or times deemed important for safety reasons
● Notify professional staff of any inappropriate behavior by program participants and contact CARES if it's an emergency that requires immediate attention and draft incident report if necessary
The Lead Coordinator will serve as a substitute within the on-call duty rotation
● Confront inappropriate behavior and contact relevant staff such as: Community Safety and/or Resident Staff.
● Respond in-person to evening, weekend and overnight concerns and issues involving our summer guests within the expected timeframe.
● Assist guests with residential concerns such as: lock-outs, lost items, access issues, facility concerns or lost keys.
● Complete duty logs and incident reports, documenting emergency or policy violations by stated deadline.
● Be a positive role model and remain accessible and visible during emergency situations.
● Remain flexible and available as the presence of all staff members may be needed on campus in cases of emergencies such as power outages, storms or times deemed important for safety reasons
DOCUMENTATION
● Assist with maintaining program folders and spreadsheets. Information include:
○ Emergency contact information, housing assignments, transfers or temporary moves, dining information and dietary needs, contact information for mailroom purposes, ID credentials and access information etc
● Assist with managing operational forms for facilities, community safety, mailroom, housing, dining, information tracking

ADMINISTRATIVE
● Manage daily task logs by entering data within stated timelines. Logs should be kept updated and each task should
have a close-out note or follow-up before the end of day.
● Work with the Manager for Conferences on reviewing and updating records and information for all guests, utilizing office spreadsheets and software platforms
● Enter program data into numerous spreadsheets and databases and review each daily for accuracy
● Create, update and check summer tracking spreadsheets daily, review for discrepancies, troubleshoot, follow up with participants
● Actively participate in meetings such as staff meetings, in-services, professional development and 1:1’s

TECHNOLOGY
● Complete required training by Barnards Information Technology department

Skills, Qualifications & Requirements:

SKILLS AND ABILITIES

• Strong interpersonal and customer service skills, with an upbeat demeanor
• Supervisory skills with strong attention to detail and self-motivation
• Self-starter who demonstrates initiative and ability to problem solve within complex situations
• Strong organizational and time-management skills, who meets deadlines
• Works well within a team atmosphere as well as with minimal supervision

QUALIFICATIONS
Required qualification

• Bachelor's degree
• Must be enrolled in a Masters program or a recent graduate from a regionally accredited institution with a focus on Higher
• Education Administration and/or Student Affairs.

Preferred qualification

• At least two years experience in Conference Services, Residential Life or Hospitality Management
• At least two years experience as a Residential Assistant or Hall Director
• At least two-years supervisory experience, preferably within a campus organization
• Knowledge and competency with Google docs, MS Excel and social media platforms

Terms of Employment
Appointment Monday, May 13 - Sunday, August 18, 2024

Remuneration

• On-campus housing (during duration of appointment)
• On-campus dining between June 26, 2024 - Sunday, August 18, 2024
• Stipend $8,600.00
• Training

Move-In : Monday, May 13, 2024
Training : Week of Monday, May 13, 2024
Work schedule begins: Week of Monday, May 20, 2024

Position Work Hours: 29 hours per week

Approval must be received from the supervisor to take summer classes and/or work for another employer.

Holidays: Staff will be scheduled to work on national holidays such as Memorial Day and Fourth of July.
Weekends: Staff will be scheduled to work weekend hours for conferences, events, move-in/move-out, orientation etc.
Leadership: Staff will be supervised by the Director of Operations and co-supervised by the Manager of Summer Conferences

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Company:

Barnard College

Time Type:

Part time