JOB SUMMARY:

The Housing and Conference Coordinator will implement and process housing, meals, and conference activities for Research, Education and Conference groups coming to campus. This includes conference operations, bill payment, housing and conference data analysis, review revenue, review of housing applications, creation of housing/meal bookings, greeting of clients, event set-ups/breakdowns, coordination of bill payment at the individual participant level as well as the department level, and review of housing agreements.

This position requires some night and weekend hours to support housing and conference operations, most of which occur in the March-November time frame.

• MAJOR DUTIES:
• In conjunction with housing staff, conference directors, MBL staff and faculty, clients and vendors supports diverse housing needs for education, research, conferences, workshops and programs. Coordinates housing and meal plan application process for all housing participants including application review and creation of applicant files, reservation entry, room assignment, confirmations, and ensuring accurate rates for rooms and meal plans.
• Develop, implement, utilize databases, data collection systems, data analytics and other strategies that optimize statistical efficiency, and housing occupancy.
• Interpret data, analyze results using statistical techniques and provide ongoing reports related to housing occupancy and financial implications.
• Work with management to prioritize business and information needs related to housing.
• Locate and define new process improvement opportunities.
• Maintain and analyze housing and conference data.
• Filter and scrub occupancy data by reviewing reports and performance indicators to locate and correct financial assignment problems in housing.
• Collaborates with Asst. Director of Housing, Conference, and Dining on renovation projects and ongoing improvements to facilities.
• Collaborate on the development and management of housing, conference and dining rates
• In conjunction and communication with Facilities is aware of housing/buildings currently under repair/renovation as well as timeline for completion in terms of maintaining housing inventory.
• Act as point of contact for information with clients and vendors throughout the housing, conference, and dining delivery process. Some touchpoints of contact may include giving tours, reviewing facility options and website design and update.
• Provides administrative support to the housing, conference and dining office.
• Assist Conference services with the support of internal and external clients. This includes assisting the Assistant Manager of Conferences with interacting with conference organizers, setting up/supporting conference registration pages/websites, utilize meeting software to reserve spaces, checking event set-ups, setting up tables, checking on catering, assisting with AV troubleshooting and hybrid meeting software support.
• Assist with emergencies. Contact appropriate personnel and write incident reports as needed.
• Communicate with security staff daily regarding items such as front desk activities (check ins/check outs), parking concerns, or assistance with client needs.
• Serve as Category II Essential Personnel during emergencies. Expected to be available to prepare for a storm and take steps to restore normal operations as soon as possible after an event, performing relief and clean-up duties.
• Perform other duties as required and/or assigned.

SKILLS REQUIRED:

• Proficiency with Microsoft applications including Word, Excel, Access
• Preferred experience with StarRez or a similar housing software package desirable.
• Ability to interpret organizational policies/practices to determine appropriate course of action
• Financial analysis, decision making, planning and organizational skills
• Outstanding customer service and relationship building skills
• Sensitivity to client/customer needs
• Ability to handle pressure, work with limited supervision, and effectively work on multiple projects simultaneously with changing priorities
• Ability to interface and work cooperatively across organizational departments.
• Excellent oral and written communication skills; and strong presentation skills.

PHYSICAL REQUIREMENTS:

• The working environment for this position requires the use of a keyboard and the visual acuity to perform manual file searches.
• Physical effort requires walking, stooping, and bending, standing, climbing, or descending multiple flights of stairs on occasion.
• Sit in an upright chair for clerical duties and using a computer.
• Ability to lift up to 30 lbs and stand for long periods of time as necessary.
• Work environment is traditionally an office environment but might encounter discomfort to less than optimal temperatures.

EDUCATION/EXPERIENCE:

• A Bachelor's degree or equivalent related experience
• A minimum of one to three years' business experience, preferably in higher education, hospitality or a conference center requiring comparable skills in program, event, or project management