Manager for Conference and Guest Services

Serve as the primary liaison for all client interactions related to Conference and Guest Services Housing. Respond promptly to inquiries, provide detailed information about housing options, and guide clients through reservation process. Build and maintain strong relationships with clients, including university stakeholders, and outside organizations. Coordinate with internal departments to ensure that client requests and needs are met during their stay. Act as the first point of contact with Conference and Guest Services Staff for any client issues or complaints, working to resolve them timely and effectively. Escalate complex issues to the Assistant Director as needed while keeping the client informed of the resolution process. Manage the operational aspects of long-term and internship housing, including the scheduling of facilities and building services, coordination of check-in/out, and billing. Ensure that all housing facilities are ready for occupancy and meet the universitys standards. Assist the Assistant Director by training and providing support and feedback to the Complex Coordinators with their summer conference responsibilities. Create a model that oversees the execution of check-ins and check-outs, coordinate with student staff, develop procedures that minimize delays and ensure that the spaces are ready for clients. Track and report on housing occupancy levels, identifying trends and areas where adjustments may be needed. Work with the Assistant Director to maximize housing utilization during peak periods and reduce vacancies. Serve in an on-call capacity during the summer terms for conference and guest services spaces and support residential living staff. Develop and implement a recruitment strategy for Conference and Guest Services student staff and present to Assistant Director. Conduct interviews, evaluate candidates, and make hiring decisions in collaboration with HR and/or selection committees. Design comprehensive training sessions that cover all aspects of the role, including housing operations, customer service, and use of software systems. Ensure that training materials are up to date and tailored to the needs of the client. Conduct regular check-ins with student staff to monitor performance, address concerns, and provide constructive feedback. Develop a performance evaluation process that includes self-assessments, peer reviews, and supervisor evaluations. Create and implement marketing campaigns that target potential residents for long-term and internship housing. This includes developing promotional content for brochures, websites, and social media platforms in collaboration with the marketing and communications team. Plan and participate in outreach activities, such as attending university career fairs, networking events, and meetings with potential client organizations. Present housing options and services, highlighting the benefits of the universitys housing facilities for interns and long-term guests. Ensure that the housing services online presence is current and effective in attracting clients. Collect and analyze feedback from current and past clients to improve marketing efforts. Use client testimonials and success stories in promotional materials to build credibility and attract new clients. Work closely with Facilities and Building Services to ensure that all housing units are prepared for new residents, including cleanliness, safety checks, and functionality of amenities. Schedule and oversee periodic deep-cleaning and maintenance during low-occupancy periods. Ensure that all housing operations comply with university safety and security policies, including those related to the Youth Protection Program (YPP) and Title IX. Conduct regular audits to identify and mitigate potential risks. Perform regular inspections of housing facilities, identifying areas that require attention or improvement. Coordinate with Facilities Services to ensure that maintenance requests are handled promptly and ef iciently. Assist in the development and enforcement of housing policies, ensuring that all residents and staff are aware of and adhere to university guidelines. Escalate non-compliance concerns to the Assistant Director. Assist in the preparation and management of the budget for long-term and internship housing operations. Track expenses, monitor spending against budget projections, and identify cost-saving opportunities. Oversee the billing process for housing clients, ensuring that invoices are accurate and delivered in a timely manner. Coordinate with the Business Services department to handle any billing discrepancies or payment issues. Provide regular financial reports to the Assistant Director, including updates on revenue, expenses, and occupancy rates. Assist in the forecasting and financial planning for future housing operations. Assist with the preparation and submission of payroll for student staff, ensuring that timesheets are accurate and submitted on time. Other duties as assigned.

Created: 2025-11-15