Conference and Administrative Services Coordinator

The California State University; San Jose (CA); On-site; USD 47,000 - 68,000; Full time

Job summary

San José State University seeks a Conference and Administrative Services Coordinator to support the Conference Housing Program, serving 5,000–7,500 guests annually. The role supervises student staff, manages mailroom operations on and off campus, and coordinates space reservations.

Under general supervision, you will handle contracts, crisis response, budgets, and reporting, including after-hours coverage during peak season.

Qualifications

• Bachelor’s degree or equivalent in a related field.
• Experience supervising student staff.
• Experience coordinating conference housing operations.
• Strong customer service capabilities.
• Ability to manage budgets and reporting.

Responsibilities

• Coordinate day-to-day operations of the Conference Housing Program.
• Negotiate contracts and schedules for guest rooms and conference spaces.
• Provide crisis intervention and referrals when needed.
• Develop logistics, resources, and budgets for contracted services.
• Supervise student staff and conference assistants.
• Manage campus mailroom mail system and mail delivery.
• Oversee overnight guest housing reservations.
• Coordinate conference room usage with campus departments.
• Respond to emergencies and maintain confidentiality.

Skills

Customer service

Communication skills

Crisis intervention

Budget management

Leadership

Policy interpretation

Education

Bachelor's degree or related field

Tools

Word processing

Spreadsheets

Database management

Internet

Job description

The Conference and Administrative Services Coordinator, with lead direction from the Conferences and Administrative Services Specialist, performs duties under general supervision and works independently to assist with administering 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 and Administrative Services Coordinator oversees housing mailroom locations on and off campus, which includes student supervision, customer and guest support for residents and parents. The Conference and Administrative Services Coordinator also oversees the UHS Space Reservation process. This position includes on call responsibilities and some weekday after hours and weekend work with significant weekday after hours and weekend work during the summer months (June, July, August), peak Conference season.

Key Responsibilities

• Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups.
• Assists with negotiating contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs and academic year groups. Collaborates with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
• Provides 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.
• Develops appropriate logistics, resources and budgets needed to deliver contracted services.
• Responsible for supervision of 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer.
• Coordinates all aspects of the current department residential mail system for approximately 5,000 residents. Assigns and un-assigns all mailboxes and ensures mail delivery.
• Responds to all inquiries involving any mail delivery concerns, from residents and parents.
• Responds to mailroom staff calls including some after-hours and weekends.
• Coordinates the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the scheduling of reservations.
• Audits and reconciles guest accounts regularly and follows up on outstanding payments due.
• Remains accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours.
• Coordinates, instructs, guides and checks the work of 1-2 Student Lead positions, up to 6 Conferences Assistants, and up to 15 Mailroom Student Assistants, in order to maintain levels of productivity and quantity.
• Serve as support for all aspects of the mailroom student assistant position when the Mailroom requires additional coverage, including picking up mail, and sorting and distribution of mail and packages.
• Liaison with campus departments and external groups to coordinate the use of Conference rooms and Multi-purpose rooms in the Residence Halls during the Academic year and summer months.

Knowledge, Skills & Abilities

• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program
• Thorough knowledge of methods, procedures and practices, for providing high quality customer service and ensuring customer satisfaction.
• Thorough knowledge of policies, procedures, regulations, and best practices pertaining to the organizing and administration of conference events.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
• Ability to be flexible, embrace change, and manage frequent interruptions.
• Ability to create, organize and carry out detailed plans.
• Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
• Ability to support and monitor program budget allocations, and prepare appropriate reports.
• Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
• Ability to provide lead work direction.
• Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
Excellent oral and written communication as well as presentation skills.
• Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner; apply judgment, discretion and initiative in performing a variety of tasks.
• 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 an emergency situation.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related.
• Excellent oral and written communication skills.
• Excellent customer service and public relation skills.
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• Equivalent to a bachelor’s degree in a related field.
• Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Preferred Qualifications

• Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field.
• Experience with conference or event planning, and/or hospitality management.
• Experience supervising professional or student staff.
• Experience coordinating an administrative process.
• Experience in an educational and/or residential setting.
• Customer Service experience.

Compensation

Classification: Housing Operations Professional I

Anticipated Hiring Range: $4,198/month - $4,544/month (Step 1 - Step 5)

CSU Salary Range: $4,198/month - $6,115/month (Step 1 - Step 20)

San José 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.

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 [e-mail].

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 José 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.

Education Code 89521 Requirements:

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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 José 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 [e-mail].

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 [e-mail].

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 José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university 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). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José 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.