Under the general supervision of the Senior Director, Lerner & Housing Services, the Assistant Director serves as administrator of all housing activities related to academic year, summer, guest and conference housing, the East Campus guest rooms, and special group accommodations. Responsibilities include the delivery of contracted services to various groups both internal and external to the University, the coordination of linen services and Lounge Rentals. As primary contact with the customer, the Assistant Director actively collaborates with other administrative departments such as Residential Operations, Columbia Dining, Columbia Health, Event Management, Residence Life, and Student Services to ensure successful meeting planning and maximum use of University resources. Coordinates specific seasonal projects such as new student arrival, intern housing, departmental events, and other special projects as assigned.
For academic year assignments, the Assistant Director oversees the room selection process, has strong command of StarRez and maintains integrity for all records and billing within the system. Ensures all rooms are ready for occupancy prior to academic year, mid-year, and for summer sessions. Works closely with Columbia Housing partners to accomplish a smooth and efficient check-in and check-out process.
During conference season (May â€" August) provides day to day oversight of conference check in preparation (room assignments, key and ID preparation, room preparation) to ensure that everything is ready for each guest that arrives for approximately 75 conference groups housing over 6000 guests annually.
Has responsibility for planning and preparation for summer conference housing program, the summer intern housing program, and other special group accommodations. Prepares all conference group license agreements as groups are assigned.
Hires, trains and directs appropriate full-time and part-time staff including ACUHO-I Interns, furloughed Union staff, casual and student staff.
Responsible to ensure accurate record keeping related to the posting and billing of all room rental charges, bed nights, damage billing, special fees (i.e. air conditioning, lounge rentals, linen fees/tracking) and contracts related to conference and special housing. Works with Financial Assistant and Finance Director to collect and reconcile income and record properly.
Formulates and interprets policies and procedures related to conference, intern, and special housing.
Plans and controls conference income and expense budgets and activity. Responsible for purchase and distribution of all conference supplies, linen and rental equipment. Maintains inventory of conference supplies, linen, and rental items. Orders additional supplies as needed within budget. Prepares necessary purchase orders. Ensures proper service is received from vendors.
Coordinates housing support activities with other campus which includes, but is not limited to Residential Operations, Columbia Dining, Event Management, Student Center Operations, Dodge Fitness Center and Columbia Mail
Oversees on-site administrative and information support services for conferences while in residence. Administers East Campus guest accommodations, conference housing, and other special group accommodations. Oversees appropriate follow-up, evaluation, and payment related to conference, intern and special housing activities. Responsible for on-site Emergency Response throughout the year with greater responsibility when Conference Groups are in residence. Acts as Chief Hearing Officer in disciplinary cases involving Conference Housing guests. Performs related duties and manages special projects as assigned.
Bachelorâ€™s degree required.
A minimum of 4-6 years of related experience required, specific experience with conference housing, hotel management or the hospitality industry preferred
Strong organizational and supervisory skills required
Excellent customer service and communication skills are required.
Experience with Microsoft Office or other computer-based systems required.
Patience, tact and the ability to function independently and effectively with a broad constituency is important.
This position is considered onsite essential personnel.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 514967
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.