Conference Coordinator

Posted: 27-Jan-24

Location: Scotts Valley, California

Type: Full-time

Salary: Open

Categories:

Other Staff/Administrative
Staff/Administrative

Internal Number: 4966769

Conference Coordinator

Location: Scotts Valley
Job ID: 64004
JOB POSTING
The Conference Coordinator position term is 04/15/2024 through 09/13/2024 for the 2024 Summer Conference Season.
HOW TO APPLY
For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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INITIAL REVIEW DATE (IRD)
Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant’s behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .
The IRD for this job is: 02-08-2024

ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It’s known as an unconventional place where innovation and experimentation is part of the campus’s DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
DEPARTMENT OVERVIEW
Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.
Conference Services (CS), **an auxiliary enterprise and self-supporting sub-unit of the Colleges, Housing and Educational Services (CHES), provides housing, dining, meeting space and coordinates all other requirements for conferences on UCSC’s campus, most occurring during the summer quarter. This ten week conference season generates a gross income of over $4 million. CS controls the utilization of space in approximately 7,500 beds, over 100 classrooms and meeting rooms and meal services in dining halls across campus
More information can be found at: https://conferenceservices.ucsc.edu/
JOB SUMMARY
Under the general supervision of the Associate Director of Conferences Services, the incumbent coordinates a variety of pre-collegiate programs, sports campus and adult programs. This position has responsibility for developing, planning, organizing, and implementing campus services specializing in the unique needs of these programs. This position also supervises student staff, which includes the on-boarding training and providing on going direction to student staff, The Conference Services Coordinator is an integral part of the Conference Services Team, managing relationships with a variety of campus departments and service providers to ensure successful delivery of services to conference clients and outstanding customer service..
APPOINTMENT INFORMATION
Budgeted Salary: $5,800/monthly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.
Benefits Level Eligibility: Mid-Level Benefits
Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Primarily Monday thru Friday but may include some weekend work – To be discussed at time of interview
• Shift Includes: Day

Employee Classification: Limited appointment
Job End Date: Position term is 04/15/2024 through 09/13/2024
Work Location: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification: EVENTS SPEC 3 (006292)
Travel: Never or Rarely
JOB DUTIES
80% – Conference Coordination

• Meet with prospective clients to assess program requirements and determine if program falls within the University’s policies regarding use of facilities and if university facilities can accommodate client’s needs. Plan, coordinate and manage summer conference programs.
• Develop on-going interaction, both verbal and written, with current and prospective university and non-university clients advising on university policies, potentially dealing with clients that have no prior experience directing conferences. Recommend and coordinate use of the university and community resources. Negotiate services with clients and monitor the sending and receiving of all planning documents. Develop cost proposals, outlining financial obligations for client review.
• Develop comprehensive proposals and secure necessary signatures from client and the Conference Services Assistant Director. Monitor progress of all conference arrangements assuring timely receipt of required forms, information and payments. Ensure compliance with all campus permits, policy, chaperone and CANRA reporting requirements.
• In collaboration with the Conference Services Management Team, reserve housing placements and meeting facilities and enter the information into the Conference Services database for conferences and events to maximize occupancy and dining service efficiencies. Arrange for all related needs, including, but not limited to, housing, food service, catering, classrooms, computer labs, audio-visual, parking, recreation facilities, and transportation for each group, entering data into conference database.
• Work as needed with campus departments and outside vendors for provision of services and to distribute program information. Assume responsibility for planning and management of assigned conference-related special events during the conference season, assuring compliance of UCSC policies.
• Administer immediate remedies to unexpected and/or adverse situations that occur and offer prompt recommendations for resolutions, keeping the Assistant Director informed of such situations. Coordinate the implementation of the agreed upon solutions.
• Review for accuracy all expenses for facilities and services utilized by programs, assigning charges as appropriate for billing. Obtain approval from the Assistant Director to negotiate fees or special terms based on mitigating circumstances.
• Perform close analysis and verification of all guest roster charges for accuracy of arrival and departure occupancies, board night charges and attrition fees. Prepare final invoices, based on contract agreements, attrition and additional rental services with accuracy and timeliness.

10% – Student Hiring, Training, and Supervision

• Participate in the training, on-boarding and supervision of student staff.
• Ensure student staff are trained on equipment, policies, protocol, and pricing.
  Meet with students on a regular basis to provide ongoing support and to track work performance, as well as oversee scheduling and time reporting. Provide mentoring, model ‘best practice’ behavior and provide timely performance feedback to students throughout the season.

10% – Campus Community Relations

• Interface with various UCSC colleges and campus partners, including establishing cooperative relationships that will result in the best and most efficient customer service for conference clients.
• Ensure pertinent campus and community constituencies, including but not limited to Housing, Dining, Catering, parking, signage, audio visual, meeting space and recreational facilities are appropriately consulted and informed of pending programs and updates.
• Represent Conference Services as a liaison with campus partner departments, presenting a professional demeanor.
• Participate in staff meetings and attend or facilitate other meetings, as required.
• Responsible for issuing and returning of meeting room, housing and master keys used by conference groups.

REQUIRED QUALIFICATIONS

• Demonstrated experience developing, managing, and coordinating multiple large conferences and events.
• Strong organizational and problem solving skills with the ability to prioritize a heavy workload, balance concurrent responsibilities and complete assignments under the pressure of multiple deadlines and frequent changes.
• Excellent written and verbal communication skills with the ability to convey campus details, schedules and special instructions, as well as foster effective communications with campus partner staff, students and, most especially, with clients.
• Strong computer skills with experience in word processing, google docs, spreadsheets, conference database, email, and internet applications.
• Skilled in working as part of a team and collaborating closely with co-workers as well as working independently with minimal direction.
• Demonstrated experience in working with an ethnically/culturally diverse group of clients, students and staff.
• Demonstrated ability to provide outstanding customer service in a hospitality environment, most especially under pressure.
• Ability to understand UCSC and cultural climate; to exercise good judgement and diplomacy as individual situations warrant.
• Demonstrated ability to develop innovative solutions, strong organizational skills to undertake challenging projects/assignments and respond with flexibility and timeliness to client and campus partner requests.

PREFERRED QUALIFICATIONS

• Ability to motivate, model ‘best practices’ customer service and supervise student staff.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Must possess a valid license to drive in the state of California.
• Ability to work a variable schedule including evenings and weekends.
• Ability to travel to multiple work locations on and off campus.
• Although the regular schedule is 40 hours per week, must have the ability to work overtime, including evenings and weekends routinely during June, July and August.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

SAFETY STATEMENT
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
EEO/AA
The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=64004&PostingSeq=1
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu . A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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About University of California Santa Cruz
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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