Clerk IV (Summer Conference Housing Assistant Manager)

University of Massachusetts Amherst; Amherst (MA); On-site; USD 45,000 - 55,000; Full time

Job summary

The Clerk IV (SCH Assistant Manager) at University of Massachusetts Amherst will coordinate accommodations for conference guests in partnership with the housing services department. This role requires hands-on supervision of student staff and ensuring high levels of customer service and safety during the summer residency program.

Based in Amherst, the position is full-time and onsite, with responsibilities ranging from staffing and training to maintaining supplies, timelines, and on-call

Qualifications

• Minimum of one year experience in the hospitality industry.
• Valid Massachusetts Class D Driver’s License.
• Proficient with Microsoft Office, including Excel and Word.
• Willingness to work on-call and supervise student and temporary staff.

Responsibilities

• Recruit, train, and supervise student and temporary staff for the summer residence hall program.
• Act as the main operational contact for Summer Conference Housing.
• Learn and use the Registration Program to generate housing lists for groups.
• Maintain linen, supplies, and equipment to support SCH operations.
• Enforce policies for employees, guests, and rooms per university housing rules.
• Coordinate conference facilities and services with on- and off-campus resources.
• Assist in contracts to ensure compliance with policies and procedures.
• Provide on-site coverage during conferences, including nights, weekends, and early mornings.
• Input time data into Kronos for attendance and payroll.

Skills

Hospitality experience

On-call ability

Staff supervision

Driver's license

Tools

Microsoft Office (Excel, 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.

Additional Details

• Strong customer service skills and experience.


• 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.