Conference Housing Specialist

Job Summary

Reporting to the Senior Assistant Director, Residential Administrative Services, the Conference Housing Specialist administers and programmatic leadership of the Conference Housing Program, a comprehensive program providing summer and academic year student, conference group and guest housing services for approximately 5,000 to 7,500 individuals annually. The Conference Housing Specialist works directly with campus service providers and client groups, and leads marketing initiatives and management of Conference Services. Working under limited supervision, the Specialist also oversees the UHS Space Reservation process, the SJSU Cares Housing program, and directs the work of the Conferences and Administrative Services Coordinator, and the Conference and Administrative Services Specialist.

Key Responsibilities

• Provides leadership of and oversight of the day-to-day operations of the academic year and summer Conference Housing Program including guest housing and conference groups.
• Negotiates contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs, including campus frosh orientation, and academic year groups.
• Provides regular and after hours crisis intervention by utilizing training to provide crisis response to campus housing students and guests, which can range from making a referral to intervening in a life-threatening situation.
• Assists with recruitment, selection, training and supervision of student staff positions (approximately 35 conference student assistants; 4 student conference lead positions; 2- 4 summer interns; and 2 administrative student assistants).
• Provides oversight of the day-to-day mailroom operations including the tracking, receiving and distribution of mail and packages at multiple locations (i.e. Joe West and SVP Student Mailroom, CVA and I House Delivery).
• Provides lead direction and support to the Conferences and Administrative Services Specialist, and the Conference and Administrative Services Coordinator.
• Hires, trains and supervises student staff at all mail service locations.
• Leads marketing efforts including independently developing and implementing marketing initiatives and a full conference marketing plan
• Pursues prospects on a community, state, regional, national and international levels to increase conference business; develops proposals and bids for securing conferences, camps and events.
• Collaborates with and provides direction and support to the Conferences and Administrative Services Specialist, and the Conference and Administrative Services Coordinator in overseeing the student mailroom.
• Coordinates, instructs, guides, checks and corrects the work of two full time professional staff members, 2-4 summer interns, and approximately 35 student assistants in functional unit in order to maintain levels of productivity and quantity.
• Develops and implements survey tools to assess and evaluate overall program effectiveness and customer satisfaction with assistance from the Organization and Planning staff.
• Ensures that conference group attendees and individual guests fill out and return guest comment cards. Utilizes to assess and evaluate guest services.
• Assists with developing, maintaining and proposing changes to mailroom protocol and procedures.

Knowledge, Skills & Abilities

• Knowledge in operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related to student and residential community housing needs.
• Ability to perform complex tasks involving independent judgment and ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations.
• Comprehensive knowledge of procedures and practices; English grammar, business writing, punctuation and spelling.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Thorough Knowledge of word processing, spreadsheet, database software, and computerized accounting systems.
• Demonstrated ability to perform complex tasks involving independent judgment, accuracy and speed.
• Ability to act as primary information source for staff members in functional unit.
• Excellent written and verbal communication skills.
• Ability to train others on new skills and procedures and provide work lead direction.
• Ability to be flexible to changes, frequent interruptions, and manage multiple tasks at one time.
• 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 emergency situations.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies
• Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and packages.
• Ability to coordinate and direct student assistants.
• Ability to understand roles and responsibilities of student and staff members and to provide guidance for staff members in a functional unit.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Four 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

• Bachelor's Degree in Business, Hospitality Management, Education or a related field.
• Experience with conference or event planning, and/or hospitality management.
• Experience supervising professional or student staff.
• Experience working with conference housing and/or overnight guest housing service.
• Experience in an educational and/or residential setting.
• Customer Service experience.

Compensation

Classification: Administrative Analyst/Specialist - Exempt II
Anticipated Hiring Range: $6,505/month - $6,753/month
CSU Salary Range: $5,537/month - $10,014/month

San Jose 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.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: September 11, 2024 through September 29, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).