The Assistant Director for Guest Relations will provide leadership,direction and coordination of Summer Guest/Conference Housing and Guestservices. This position will work with departments across campus as well asexternal stakeholders that need overnight accommodation for various camps,conferences and events. This person will be responsible for the growth anddevelopment of the summer housing program to increase revenue and serviceprovided for the department. This position includes an intense 12-week summercycle and requires the ability to adjust to a flexible work schedule and awillingness to go the extra mile, especially during the mid-May throughmid-August summer conference season. This includes the need to work weekends,holidays and after-hours during this time. Responsibilities include:
Summer Accommodations: Provideleadership, direction and coordination of the Summer Conference Housingservices and guest housing program to include logistics, contracts/agreements,scheduling, check-in/check-out and billing. Serve as primary contact for allgroup sponsors desiring on-campus housing arrangements. Oversight of facilityreservations and preparation, services while in residence, facility turnover,the check-in/check-out process, keys and card access, billing/accountreconciliation, and payment verification. Create and maintain financialstatements. Design reports for various stakeholders. This position willanalyze, evaluate, correct, adjust, and amend the conference managementsoftware system each year. Train staff on software usage. Coordinate cleaningand facility concerns before and after guests. Works with Director ofFacilities and Director of Residence Life to determine facility availabilityeach year. Coordinating building renovations and maintenance with summer guestcalendar. Interpret and enforce department and university policies andprocedures. Address conduct issues and policy violations for guests involved inboth University and housing policy violations.
Summer Staff Supervision: Hire,train, and supervise 2 interns and 14-20 student staff (Conference Assistants)for summer program.Train and supervise 3-5 full time Conference Managers (Resident Directors)during the summer. Manage 1 or more, 24-hour desks at various Residence Halls.Develop year goals for program and learning outcomes for full-time and studentstaff.
Academic Year Responsibilities: Coordinate and assist with guest housing duringthe academic year, and non-UTC students who are affiliates of the university.Coordinate invoicing, payments, check ins/outs for guests.Work with Assistant Director for OccupancyManagement on academic year availability for guest housing. Maintain, organize,inventory and order supplies. Assist with department special project.
Other responsibilities: Participatein the on-call rotation with other department leaders throughout the year,including summer and major holidays. Will be the primary person on call duringthe months of May, June and July. Responds to emergencies and other unexpectedevents, which disrupt the operation and management of the community. Identifyand respond to situations having the potential to escalate. Participate inprofessional development through University, department in-service programs,student affairs committees, conference attendance and involvement inprofessional associations. Oversee/coordinate all conference/classroom/meetingroom reservations within 10 residence halls during the academic year. Assistdepartment with various projects throughout the academic year including but notlimited to:operation move in,recruitment events, tours, early arrivals, late departures, transition housing,winter break stay over requests, appeals, residency exceptions, etc.
Assessment/Evaluation: Evaluatesatisfaction and effectiveness of camps and conferences program by gatheringdata from a variety of stakeholders. Assist the associate director with theorganization, analysis, and distribution of data, document production, andreporting. Serve as liaison with other university departments to provide awell-rounded camps/conference experience for the groups. This mayinclude: Campus Recreation, Parking, Dinning Services, University Center,Campus Police, Arena or other campus entities. Market and recruit camps duringoff season (September-March). Maintain and update Standard Operating Procedures.
Internal Number: 169646
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