Clerk IV (Summer Conference Housing Assistant Manager)

UMass Amherst; Amherst (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

UMass Amherst is seeking a Clerk IV (Summer Conference Housing Assistant Manager) to coordinate accommodations for conference guests in collaboration with University housing services. The role also supports coordination of conference programs and services provided by UCS to conference programs.

Responsibilities include supervising student staff, managing housing lists, and ensuring timely financial wrap-ups.

Qualifications

• One year of hospitality industry experience.
• Valid Massachusetts Class D Driver's License.
• Proficiency in Microsoft Office, especially Excel and Word.
• Ability and willingness to work on an on-call basis.
• Experience supervising student and temporary staff.
• Strong customer service skills.

Responsibilities

• Recruit, train, and supervise student and temporary staff for summer housing.
• Serve as primary operational contact for SCH.
• Learn and implement Registration Program for housing lists.
• Maintain inventory of linen, supplies, equipment.
• Enforce policies for staff, guests and visitors within SCH.
• Coordinate conference facilities and services with on/off campus resources.
• Develop contracts to ensure policy compliance.
• Provide on-site coverage during conferences, including nights and weekends.
• Be on-call to answer the phone during events.
• Ensure prompt financial wrap-ups and billings for conference programs.
• Input time into Kronos.

Skills

Customer service

Staff supervision

On-call availability

Microsoft Office (Excel/Word)

Time management

Communication skills

Tools

Microsoft Excel

Microsoft Word

Job description

Title: Clerk IV (Summer Conference Housing Assistant Manager)

Executive Area: Administration and Finance

College/School/MBU: Auxiliary Enterprises

Department: Conference Services

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Onsite

Job Summary

The Clerk IV (SCH Assistant Manager) will perform a variety of functions and duties directly related to Summer Conference Housing (SCH). In conjunction with the University's housing services department, the person holding this position will coordinate all aspects of providing accommodations for conference guests. Additionally, the incumbent is required to assist coordination of conference programs and services provided by UCS to conference programs.

Essential Functions

• Recruitment, training, and supervision of student and temporary staff to operate a summer residence hall program with an emphasis on customer service and employee safety.
• Acts as Summer Conference Housing primary operational contact.
• Work with UCS Registration and Housing Manager to learn the operation of the Registration Program and then implement the utilization of the Registration Program for generating housing lists for Summer Groups.
• Maintain an inventory of linen, operating supplies, and equipment needed to support SCH.
• Prepare, implement and enforce policies pertaining to employees, guests and visitors within rooms and public areas under the jurisdiction of SCH while also adhering to University Housing policies.
• Coordinate facilities and services for conferences by contacting on and off campus resources.
• Participate in the development of contracts to ensure adherence to State, University, and Conference Services policies and procedures.
• Provide on-site coverage during conference events, including nights, weekends and early mornings.
• Be prepared to answer the phone while on-call. Expect an increase of calls when handling events, especially during May through August.
• Ensure prompt and accurate financial wrap-ups and billings for completed conference programs.
• Support affirmative action and non-discrimination goals and customer-focused quality services.
• Serve as back up to coordinate registration for conferences.
• Maintain the electronic (Delphi and Iris) and paper files for each conference.
• Order forms, materials and supplies needed for each conference.
• Functionally supervise service providers and students to ensure the accuracy, quality, and timeliness of a product or service being delivered or provided to a conference.
• Operate motor vehicle to travel to work sites.
• Input time into Kronos.

Other Functions

Perform other duties as assigned.

Minimum Qualifications

• Minimum of one (1) year experience in the hospitality industry.
• Valid Massachusetts Class "D" Driver's License.
• Working knowledge of Microsoft Office, with emphasis on Excel and Word.
• Ability and willingness to work on an on-call basis.
• Ability to supervise student and temporary employees.
• Strong customer service skills and experience.

Additional Details

This position is designated as essential and on call.

This position is subject to final budgetary and administrative approval.

Working Conditions

Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity, including prolonged standing, walking, or assuming low postures.

Work Schedule and Work Arrangement

Monday-Friday; 8am-4pm

Salary Information

Pay Grade: USA/MTA Grade 13

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.