Program Coordinator, Conference and Guest Services

University of Arizona
Tucson, AZ
Closing date
Oct 22, 2021

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Job Details

Posting Number:



Residential Facilities

Department Website Link:


Main Campus


Tucson, AZ USA

Position Highlights:

The Conference & Guest Services unit is a specialized area within Housing & Residential Life Facilities, and the Program Coordinator position for this unit is a year-round position that is very focused on the summer operations. All the responsibilities this person assumes are in service of a highly efficient summer conference program and service to our guests.
The Program Coordinator for Conference & Guest Services, reporting to the Manager of Conference & Guest Services, is responsible for assisting in maintaining an efficient conference operation. This person is primarily responsible for coordination of all auxiliary services for groups and clients, management of the main Conference & Guest Services office and conference rooms, and oversight of the guest apartment processes. The Program Coordinator will directly oversee one or more components of the conference program and assist with day-to-day operations as needed. Position requires driving University vehicles and/or golf carts.
This is an Extended Temporary Employment (ETE) position.
Housing & Residential Life (Housing), a self-funded auxiliary housed in the Student Affairs division of the University of Arizona, operates 24 student dorms and one Graduate apartment complex that house 7,000 students annually on the University of Arizona Main Campus.
Our Mission: Helping Students Build a Foundation for Success

Our Core Values:

· Excellence -Excellence is performing at an extraordinary level and exceeding expectations

· Respect - Respect is treating others courteously and professionally in all situations; valuing and honoring diversity in others; being honest, direct, and courteous in all communications and loyal to all, including those not present

· Integrity - Integrity is doing the right thing, being honest with oneself and others, being authentic, and being transparent in intent

· Caring - Caring is being welcoming, kind, compassionate, and willing to help others; showing concern for a person’s needs; listening more and talking less

Housing & Residential Life supports the UA’s diversity and inclusiveness strategic initiatives designed to create an inclusive environment for all faculty, staff, and students. The candidate is expected to support diversity and inclusiveness efforts in the department and the university.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!</em>

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here

Duties & Responsibilities:


  • Directly oversee one or more components of the summer conference program (ex. housekeeping operations, business operations, individual guests, staff management, etc.)
  • Assist in the generation of new business, internal and external to the University
  • Assist with the preparation of marketing materials, bid proposals and community outreach
  • Assist in initial and on-going planning, developing, and maintaining master calendar of conference and individual guest accommodations and communicate schedule as appropriate
  • Assist in preparing contracts outlining specific services for client groups; monitor the necessary guarantees and deadlines
  • Fluency in the use of a conference management suite (e.g., Conference Programmer, RMS, StarRez)
  • Ability to think critically about the use of technology to improve the customer experience and to make operations more efficient
  • Implement and monitor selection process for Conference & Guest Services staff
  • Assist with the development and implementation of staff training activities
  • Assist with supervision and evaluation of Conference & Guest Services staff
  • Ability to work non-standard work hours as needed. In the summer months, the nature of the work may require working alternative schedules to meet the needs of the conference program.
  • Assist in other areas of Housing & Residential Life operations, participation on departmental committees and work groups, as necessary
  • Answer phone calls, respond to voicemails, and greet visitors in main Conference and Guest Services office, directing to appropriate staff or department
  • Maintain organization of the office and supplies, including overseeing all access to keys in Conference & Guest Services tel-case, storage spaces, and equipment inventory
  • Manage Emergency TAC, linen and Campus Pantry item inventory and check out process, and restock as needed
  • Coordinate printing and supply orders and inventories
  • Oversee and approve payroll of student staff as assigned
  • Maintain accurate employment and group records and provide reports as necessary
  • Coordinate the collection of discarded supplies and the UA surplus process
  • Maintain and reconcile budgets for various accounts; monitor expenditures and perform simple analysis on accounts; prepare both special and recurring reports for supervisor and authorize payments within prescribed limits; make recommendations for purchases
  • Assist with development and creation of Conference Services meeting agendas, facilitation of meetings, and recording meeting minutes, as necessary
  • Coordinate the reservation, usage and accounting of group and individual services including meeting space, classroom space, catering, special setups, parking, transportation, recreation and other miscellaneous needs
  • Monitor the preparation of billing information for auxiliary services to client groups
  • Manage activation and issuance of Temporary Access Cards to clients, as well as tracking and auditing access card inventory and assisting with access control issues as needed
  • Establish and maintain relationships with key campus service providers
  • Respond and assist with client group emergencies or disciplinary problems on a rotational basis
  • Manage reservation system and schedule of Housing & Residential Life meeting spaces, including El Portal conference rooms
  • Complete setup and appropriate configuration of conference room furniture to meet the needs of internal and external groups
  • Complete the billing process for conference room rentals
  • Coordinate and manage guest apartment facilities for visiting guests including booking, access and customer service
  • Assist with various departmental activities during the August student Move-In process
  • Other duties as assigned

    Knowledge, Skills and Abilities:
  • Ability to adapt to flexible and dynamic duties and responsibilities within a fluid, and fast-paced work environment
  • Ability to carry materials and supplies from one place to another
  • Ability to perform clerical maintenance, filing, typing, etc.
  • Ability to communicate verbally and in writing, and to facilitate meetings in both a one on one setting and group setting
  • Ability to serve in on-call rotation for group emergencies and disciplinary issues during summer months
  • Ability to work alternative schedules as needed
  • Ability to move/transport to 50 Ibs
  • Ability to climb stairs, lift tables and chairs, twist, pull and bend

Minimum Qualifications:

Experience using Microsoft Office suite: Word; Excel; Access; Outlook

Valid Driver’s License and Ability to drive according to the University Fleet Safety Policy.

Bachelor's degree or equivalent advanced learning attained through professional level experience required.

Minimum of 3 years of relevant work experience is required.

Preferred Qualifications:

•Experience supervising student and full-time staff
•Experience working in a hospitality or conference setting



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Student Services

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

$35,000-$37,000 DOE

Compensation Type:

salary at 1.0 full-time equivalency (FTE)



Career Stream and Level:


Job Family:

Residence Life

Job Function:

Student Services

Type of criminal background check required::

Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies:


Target Hire Date:


Expected End Date:


Contact Information for Candidates:

[email protected]

Open Date:


Open Until Filled:


Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution and a Native American/Alaska Native-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.


As Arizona’s First University, founded in 1885, the University of Arizona now serves nearly 46,000 students, from undergraduates to doctoral candidates. A public land grant university, we work together to expand human potential, explore new horizons, and enrich life for all.

We constantly strive to be a best-in-class place to learn, research, and work. We educate innovative, adaptive learners and problem solvers who are prepared to lead meaningful lives and improve society in the Fourth Industrial Revolution Economy. Our Strategic Plan details how we intend to drive social, cultural, and economic impact, in Arizona and across the world.

As a Research I university and member of the Association of American Universities, the University of Arizona hosts two medical schools as well as the only veterinary college in Arizona. More than 16,500 faculty, staff, and graduate students produce over $687 million in research annually, ranking us among the top 20 public research universities in the nation.

Transdisciplinary research excellence – the true seamless integration across disciplinary university-community boundaries – is an undergirding philosophy deeply rooted in our history. Notably, our BIO5 Institute brings together scientists from agriculture, medicine, pharmacy, basic science, and engineering to treat disease, feed humanity, and preserve livable environments.

We strive for excellence in all our 200-plus undergraduate majors and 150 graduate programs. Our faculty are renowned for ground-breaking research in astronomy and planetary sciences; climate, environment, and solar energy; cancer and biotechnology; optical sciences; electrical and computer engineering; and management information systems. Research us yourself on our interactive FactBook.

As Arizona public employees, we enjoy comprehensive benefits. Among these are a choice of retirement plans, high-quality medical insurance subsidized at 85% of cost; and dental, vision, short- and long-term disability, and life insurance plans. An unusually generous qualified tuition reduction program is one of the benefits our employees, their spouses or domestic partners, and children value most.

Who We Are

Our core values proclaim who our Wildcat community is and what we stand for:

Integrity: Be honest, respectful, and just.

Compassion: Choose to care.

Exploration: Be insatiably curious.

Adaptation: Stay open-minded and eager for what’s next.

Inclusion: Harness the power of diversity.

Determination: Bear down! (Yes, there’s a story here.)

Where We Are

Our Main and Health Sciences campuses are located near downtown Tucson. In addition, we operate a College of Applied Science & Technology in southeastern Arizona, a Biomedical Campus in Phoenix, a Veterinary College north of Tucson, and extension offices in every Arizona county. Despite a metro population of 1 million people, Tucson retains the feel of a small town where everyone knows one another. Ringed by mountains, blessed with abundant sunshine, and recognized as a bicycle-friendly city, Tucson is ideal for outdoor exploration. The second largest city in Arizona also offers cultural, artistic, and social amenities to feed your insatiable curiosity. Emblematic of the desert Southwest, the Sonoran Desert is a region steeped in Native American and Latina/o culture.

Diversity Profile

Our Commitment to Inclusive Excellence

The University of Arizona sits on the homeland of the Tohono O’odham, the Desert People. In 1775, the Spanish Presidio San Agustín de Tucsón displaced the Native people from the floodplain of the Santa Cruz River. With Mexican Independence in 1821, Tucson became part of the Mexican state of Sonora, and might still be so but for the 1853 Gadsden Purchase.

The University of Arizona takes advantage of our unique location and history through initiatives from cross-border collaborative research in arid lands and water management to workshops for women entrepreneurs in Sonora.

The Native Peoples Technical Assistance Office serves as a liaison between Native nations and the research arm of the university, focused on building capacity and research support for tribal community development.

The university of Arizona is proud to be a federally designated Hispanic Serving Institution and one of 9 US institutions to receive the inaugural Seal of Excelencia for demonstrating positive Latina/o student outcomes. We rank No. 1 for the number of doctoral degrees awarded to Native American students, and No. 9 for the number awarded to Latina/o students.

Student success, particularly educational equity for historically underserved groups, is an institutional priority. We have more than 10,000 First Cats (first-generation college students). The Strategic Alternative Learning Techniques (SALT) Center is nationally recognized for its innovative and successful academic support programs for students with learning and attention challenges.

The University of Arizona has many student cultural clubs and organizations. View the list on the Equity, Inclusion, and Title IX website.

These are some of our cutting-edge centers and programs:

Arizona Hispanic Center of Excellence (AZ-HCOE) works to increase the number of Latina/o physicians, enhance health research serving Latinas/os, and improve the cultural competency of health care services in Latina/o communities.

Binational Migration Institute (BMI) is an association of US and Mexican scholars researching the consequences of immigration enforcement policies on Latina/o communities.

Institute for LGBT Studies develops curriculum, promotes research, and presents public programming addressing the histories, politics, and cultures of lesbian, gay, bisexual and transgender people.

Institute for the Study of Religion and Culture (ISRC) serves as a research and outreach center focused on the role of religion in international politics.

Native American Research and Training Center (NARTC) conducts health-related research and training projects to help improve quality of life for Native Americans.

Native Nations Institute (NNI) conducts policy analysis and research dedicated to building capable Native nations.

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United States

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