Conference Coordinator

The California State University; California (MO); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Opportunities for professional growth

Job summary

The California State University is seeking a Conference Coordinator to manage the Conference Housing Program in San José. The role involves overseeing summer and academic year housing for thousands of individuals and requires strong organizational skills. Applicants should have a Bachelor's degree and two years of relevant experience in hospitality management or event planning. This role offers a competitive salary range of $5,098 to $5,304 monthly and comprehensive benefits.

Qualifications

• Knowledge of operations and systems analysis to develop sound conclusions.
• Two years of relevant experience is required.
• Thorough knowledge of database and accounting systems.

Responsibilities

• Oversee the Conference Housing Program for guest housing and conference groups.
• Negotiate contracts and manage scheduling for housing facilities.
• Provide crisis intervention and maintain collaborative relationships with departments.

Skills

Operations and systems analysis

Statistical and research methods

Excellent written and verbal communication

Customer service

Education

Bachelor's degree in a related field

Tools

Database software

Word processing and spreadsheet software

Job description

Apply now Job no: 556679
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Student Services, On-site (work in-person at business location)

Job Summary

The Conference Coordinator performs duties under general supervision and works independently to oversee 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 Coordinator also assists with S2 Access management as part of the UHS Access Team, and oversees the SJSU Cares Housing program and academic year overnight guest housing. The position includes on‑call responsibilities and some weekday after‑hours and weekend work, especially during the summer months (June, July, August).

Key Responsibilities

• Provides leadership 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 for use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs, including campus frosh orientation and academic year groups.
• Works directly in collaboration with representatives of each conference group to identify event and guest needs, develops plans, and determines services needed.
• Serves as contact person for inquiries, requests and reservations from campus and outside communities regarding academic year and summer conference housing services. Maintains collaborative relationships with campus departments to facilitate requested services (including Dining and Classroom space, athletic fields, Aquatic Center and Student Union).
• Administers and sets up conference module in the database system including application, payments, reservation systems and produces reports.
• Works directly with multiple UHS units (Facilities Operations, Administrative & Financial Operations, and Residential Life) to fulfill contract requirements.
• Provides regular and after‑hours crisis intervention by utilizing training to provide crisis response to campus housing students and guests, ranging from making a referral to intervening in a life‑threatening situation.
• 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.
• Develops policies, procedures and regulations for the Conference Housing program in coordination with the Conference Review Team.
• Reviews training methods annually to prepare staff most effectively.
• Develops and updates staff manual for all conference assistants, lead positions, interns and administrative assistants.
• Manages daily check‑in and check‑out for overnight guests, and SJSU Cares residents, including issuing keys, receiving payment and notifying guests of UHS policies.
• Maintains monthly inventory of supplies and amenities and orders replacements when necessary.
• Audits and reconciles guest accounts regularly and follows up on outstanding payments due.
• 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 level to increase conference business; develops proposals and bids for securing conferences, camps and events.
• Identifies prospective clients, prepares marketing sales proposals to meet their needs, and aggressively pursues these prospective clients to secure their business, including site visits and cold calling.
• Solely responsible for preparing, developing, updating and maintaining conference brochures and materials, including social media.
• Creates and maintains partnership with Hospitality, Recreation and Tourism Management Department on campus to attract clients and staff.
• Creates and maintains social media platforms to market the conference program.
• Responds to requests for building, room, and parking access needs.
• Provides input to performance and operational issues.
• Develops and implements survey tools to assess and evaluate overall program effectiveness and customer satisfaction with assistance from the Organization and Planning staff.
• Implements changes with support of Conference Review Team and Senior Assistant Director of Residential Administrative Services based on assessment and evaluation data.
• Collaborates with Facilities area to support the Conferences and Administrative Services Coordinator in executing duties with access cards and keys.
• Maintains contact with customers and solicits feedback for improved services.

Knowledge, Skills & Abilities

• Knowledge in operations and systems analysis, statistical and research methods, and 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.
• 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.
• 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.
• 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 ability to handle a high degree of customer contact involving emotionally or controversially charged issues and to address conflict while maintaining perspective and professionalism.
• Ability to respond to emergency situations.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Knowledge of how a database interacts with business practices and financial operations of a typical business.
• Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
• Ability to handle multiple work priorities, organize and plan work and projects.
• Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
• Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and packages.
• Ability to display a strong sense of commitment to customer needs and possess excellent customer service and public relations skills.
• Ability to understand roles and responsibilities of student and staff members and to provide guidance for staff members in a functional unit.

Required Qualifications

• Equivalent to a bachelor's degree in a related field.
• Two years of relevant experience. Additional experience that demonstrates acquired and successfully applied knowledge and abilities above may be substituted for the required education on a year‑for‑year basis. An advanced degree in a related field 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 II
Anticipated Hiring Range: $5,098/month - $5,304/month (Step 6 – Step 8)
CSU Salary Range: $4,617/month - $6,727/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30–35% of your base salary.

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.

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.