Housing and Food Services (HFS) is pleased to announce an opening for a Occupancy Manager-Conference Services (Program Operations Specialist).HFS provides on-campus housing and dining to over 7,800 student residents each year. We employ over 1,200 classified, professional staff and student staff members who work throughout HFS, providing residential and dining services to the campus. Our mission statement—working together to enhance student life—teamwork and service to our students and customers are at the heart of our business.At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.We seek candidates who exhibit an appreciation of, a sensitivity to, and respect for a diverse environment, inclusive of students, faculty and staff of many social, economic, cultural, ideological, racial and ethnic backgrounds.POSITION PURPOSESupport and promote Conference Services operations through the occupancy management of residence hall housing and meeting space inventories. Manage online registration services provided to University clients. This position has direct supervision of one administrative coordinator and five student meeting space assistants.RESPONSIBILITIESMeeting Space Operations
Administer the HFS Meeting Space Program, managing over 50 bookable HFS meeting spaces including the promotion, sales, reservation and payment processes.
Administer occupancy systems used for HFS meeting space planning and assignments including Conference Programmer, Microsoft Outlook and Google Docs.
Communicate University and Departmental policies including University approval and sponsorship requirements.
Supervise meeting space staff, leading the recruitment, selection, training and evaluation of student Meeting Space Assistants and Leads.
Ensure that customers receive consistent and courteous service and that accurate information is provided.
Monitor meeting space revenue and expense records to ensure accuracy and alignment with budgeted goals.Conference Operations Support
Plan the assignment of summer conference groups to residence hall housing, dining and meeting spaces to efficiently maximize the use of HFS facilities.
Administer occupancy systems used for long-term planning including customized housing software (STG Conference Programmer), Microsoft Projects, SharePoint and Google Docs.
Make final-occupancy assignment decisions for conference overnight room blocking in coordination with the Conference Services Operations Manager, Conference Coordinators, and HFS Facilities Services and Planning Managers.
Ensure the appropriate assignment of conference groups, especially those with special needs or requirements.
Gather non-HFS facility availability, and pricing and policy information, as needed to support the Operations Manager and Conference Coordinators in identifying appropriate University facilities and services.
Assist Conference Coordinators in the conference housing contracting process.
Support the Conference Services team by serving as the assigned Conference Coordinator for approximately six summer conferences annually.Registration Services
Promote online event- and conference-registration services to University clients.
Administer the Registration Services Program including contracting, online form setup, and registration and payment processing.
Train professional, classified and student staff in registration-services systems and processes.
Ensure consistent and courteous service and that accurate information is provided to registration-services clients and registrants.Administrative Responsibilities
Manage the daily office operations of the Conference Services Office.
Train and supervise the Conference Services Administrative Coordinator to assist in expediting Conference Services Office operations.
Train the Conference Services Administrative Coordinator to assist in operating the housing and meeting space management systems and in processing online registration service tasks.
Oversee the Administrative Coordinator's use of the Department-issued Visa ProCard.
Oversee the Administrative Coordinator, providing monthly conference sales activity and registration services activity reports for Departmental review and evaluation.
Manage the Conference Services webpages, ensuring the content is current and accurate, and developing new content as required or desired.
Participate with the Conference Services management team in the development and implementation of short- and long-term programs, developing goals for Conference Services, and assist in tracking program results and evaluating program performance.
Develop information to support budgetary requests regarding meetings space and registration services, working both independently and in coordination with Department colleagues.
Monitor meeting space and registration services revenue and expenses on a monthly basis, evaluating and reporting on alignment with budgeted forecasts.
Participate fully as a member of the Conference Services management team including supporting all summer conference activity.
Assist the Operations Manager in the training and professional development of all Conference Services staff on customer service, sales, operations and brand identity.
Serve on Departmental and University committees as designated.
Attend marketing and sales functions including University-based event planner meetings and industry tradeshows.
Perform other duties as assigned.Minimum Qualifications:Bachelor's degree and applicable experience that includes:
Two years working in a college/university conference housing environment, providing direct customer service to conference organizers, guests and university faculty and staff.
Excellent interpersonal, organizational, analytical and problem solving skills.
Outstanding oral and written communication skills including the demonstrated ability to interpret and explain complex policies and procedures to a diverse audience.
Proficiency with computers and computer software including Microsoft Office and experience working with online reservation and hospitality systems.
Knowledge of the principles, methods and logistical planning of a conference operation.
Experience managing housing and meeting space inventories and reservations.
Demonstrated ability to coordinate multiple projects simultaneously while meeting deadlines.Equivalent combinations of education and experience may substitute for required qualifications.Desired Qualifications:Experience working in hospitality management, business or marketing.What's in it For You:
Full benefits, including medical and dental insurance and retirement.
Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day.
Subsidized transit and parking passes.
Work for a mission-driven organization that is focused on providing the best possible living and learning environment for our students.Condition of Employment:
A satisfactory outcome from the reference check process and education verification. This position will work a Monday-Friday schedule, 8am to 5pm. As this is a professional staff position, flexibility to meet the needs of the operation is necessary.The salary range is $4986 - $5416 per month + benefits.Although posted until filled, for priority consideration please apply by December 28, 2018. Learn more about Housing & Food Services.Learn more about why our staff choose to work here!
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.