Conference and Administrative Services Coordinator

San Jose, CA
May 26, 2018
Institution Type
Four-Year Institution

Job ID: 24554
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1035
Department: Housing Business Svcs


Classification: Administrative Support Coordinator II
Salary Range: $3,115/month - $5,316/month
FLSA status: Non - Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

Performs duties under general supervision and works independently to assist with administering 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 Conference and Administrative Services Coordinator oversees the Housing Student Mailroom, which includes student supervision and customer and guest support for residents and parents. The Conference and Administrative Services Coordinator also oversees the UHS Space Reservation process. This position includes on call responsibilities and some weekday after hours and weekend work with significant weekday after hours and weekend work during the summer months (June, July, August), peak Conference season.

Responsibilities include but are not limited to the following:
- Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups.
- Assists with negotiating contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs and academic year groups. Collaborates with representatives of each conference group to identify event and guest needs, develop plans, and determine services required.
- Works with CashNet, campus Cashiering system, to provide information and reports on conference guest payments.
- Provides crisis intervention by utilizing training to provide crisis response to campus housing students and guests, which can range from making a referral to intervening in a life-threatening situation.
- Assists with the check-in and checkout procedures for academic year and summer guests. Executes delivery of contracted services through the Summer Conference season, being present for group arrivals and departures as necessary; including weekend and after-hours presence.
- Remains accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours.
- Responsible for supervision of 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer.
- Coordinates all aspects of the current department residential mail system for up to 4,100 residents. Assigns and un-assigns all mailboxes and ensures mail delivery.
- Coordinate the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the scheduling of reservations.
- Coordinates, instructs, guides and checks the work of 1-2 Student Lead positions, up to 6 Conferences Assistants, and up to 15 Mailroom Student Assistants, in order to maintain levels of productivity and quantity.
- Liaison with campus departments and external groups to coordinate the use of Conference rooms and Multi-purpose rooms in the Residence Halls during the Academic year and summer months.

Education and Experience

Completion of a high school program, technical/vocational program, or their equivalents and three years of related office work experience.

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

Knowledge, Skills & Abilities

- Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program
- Thorough knowledge of methods, procedures and practices, for providing high quality customer service and ensuring customer satisfaction.
- Thorough knowledge of policies, procedures, regulations, and best practices pertaining to the organizing and administration of conference events.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situation where numerous and diverse demands are involved.
- Ability to multi-task and support the "One Stop Shop" model of Higher Education Customer Service.
- Ability to be flexible, embrace change, and manage frequent interruptions.
- Ability to create, organize and carry out detailed plans.
- Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
- Ability to support and monitor program budget allocations, and prepare appropriate reports.
- Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
- Ability to provide lead work direction.
- Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
- Excellent oral and written communication as well as presentation skills.
- Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
- Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner; 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 an emergency situation.
- Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
- Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related.
- Excellent oral and written communication skills.
- Excellent customer service and public relation skills.

Posting Date

May 25, 2018

Application Screening

Application Screening begins June 29, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Letter of interest
List of References
Complete SJSU Online Employment Application

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San Jos 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.

Equal Employment Statement

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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