Conference Coordinator

San José State University; San Jose (CA); On-site; USD 51,525 - 75,073; Full time

Job summary

San José State University is seeking a Conference Coordinator to oversee the Conference Housing Program, including guest housing and conference groups, for 5,000–7,500 annual participants.

You will manage contracts, coordinate with campus partners, and administer housing databases while handling after-hours responsibilities during peak conference season.

Qualifications

• Equivalent to a bachelor's degree in a related field.
• Two years of relevant experience. Additional experience may substitute for the required education on a year-for-year basis.

Responsibilities

• Provide leadership and oversight of day-to-day operations of the Conference Housing Program, including guest housing and conference groups.
• Negotiate contracts and schedules for 40 to 60 summer programs, including campus orientation and academic-year groups.
• Work with conference group representatives to identify needs, develop plans, and determine services.
• Serve as contact person for inquiries and reservations regarding conference housing services, coordinating with campus departments.
• Administer conference module in the database system, including applications, payments, reservations and reports.
• Collaborate with Facilities Operations, Administrative & Financial Operations, and Residential Life to fulfill contract requirements.
• Provide crisis intervention as needed and respond to emergencies after hours.

Skills

Communication skills

Customer service

Public relations

Data analysis

Education

Bachelor's degree in a related field

Job description

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, is part of the UHS Access Team, and oversees the SJSU Cares Housing program and academic year overnight guest housing. This position includes on‑call responsibilities and some weekday after‑hours and weekend work, especially during the summer months (June, July, August) in peak Conference season.

Key Responsibilities

• Provide leadership and oversight of day‑to‑day operations of the academic year and summer Conference Housing Program, including guest housing and conference groups.
• Negotiate contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs, including campus freshman orientation, and academic year groups.
• Work directly with conference group representatives to identify event and guest needs, develop plans, and determine services needed.
• Serve as contact person for inquiries, requests and reservations from campus and outside communities regarding academic year and summer conference housing services, maintaining collaborative relationships with campus departments to facilitate requested services (including Dining, Classroom space, Athletic fields, Aquatic Center and Student Union).
• Administer and set up conference module in the database system, including application, payments, reservation systems and producing reports.
• Work directly with multiple UHS units (Facilities Operations, Administrative & Financial Operations, and Residential Life) to fulfill contract requirements.
• Provide regular and after‑hours crisis intervention by utilizing training to provide crisis response to campus housing students and guests.
• Remain accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations arising on weekdays, weekends, holidays and after business hours.
• Develop policies, procedures and regulations for the Conference Housing program in coordination with the Conference Review Team.
• Review methods of training annually to prepare staff most effectively.
• Develop and update staff manual for all conference assistants, lead positions, interns and administrative assistants.
• Manage daily check‑in and checkout for overnight guests and SJSU Cares residents, including issuing keys, receiving payment and notifying guests of UHS policies.
• Maintain monthly inventory of supplies and amenities and order replacements when necessary.
• Audit and reconcile guest accounts regularly and follow up on outstanding payments due.
• Lead marketing efforts, independently developing and implementing marketing initiatives and a full conference marketing plan.
• Pursue prospects on a community, state, regional, national and international levels to increase conference business; develop proposals and bids for securing conferences, camps and events.
• Identify prospective clients, prepare marketing sales proposals to meet their needs, and aggressively pursue these prospective clients in order to secure their business.
• Prepare, develop, update and maintain conference brochures and materials, including social media.
• Create and maintain partnerships with the Hospitality, Recreation and Tourism Management Department on campus to attract clients and staff.
• Create and maintain social media platforms to market the conference program.
• Respond to requests for building, room, and parking access needs.
• Provide input on performance and operational issues.
• Develop and implement survey tools to assess and evaluate overall program effectiveness and customer satisfaction with assistance from the Organization and Planning staff.
• Implement changes with support of the Conference Review Team and Senior Assistant Director of Residential Administrative Services based on assessment and evaluation data.
• Collaborate with Facilities area to support the Conferences and Administrative Services Coordinator in executing duties with access cards and keys.
• Maintain contact with customers and solicit feedback for improved services.

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 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 with 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 efficiently and courteously; 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 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 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 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).
• Comprehensive benefits package typically worth 30–35% of base salary.

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.