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Job Description

Housing & Food Services (HFS) has an outstanding opportunity for a** **Conference Coordinator 2** **to join their team.

Housing & Food Services supports over 10,000 student residents and operates 40+ dining locations on campus. With a team of over 1,200 staff and students, HFS is dedicated to enhancing student life through teamwork and excellent service.

PURPOSE

Coordinate a wide variety of support services related to the HFS conference services program.

RESPONSIBILITIES

Conference Planning and Coordination

+ Coordinate approximately 50-60 conferences per year, ranging in size from 10-1500 guests.

+ Respond to request for proposals and conference services inquiries in a prompt, thorough and professional format. Quote room and board prices, and calculate package rates for housing, dining, facilities, and other services based on client specifications.

+ Provide client support services throughout the process (e.g., pre-conference planning, contracting via letter of agreement documents, on-site management, post-conference billing). Respond to inquiries by conference organizers and guests regarding conference housing services, policies, availability, related fees, the University community, and Seattle as a destination. Provide information about residence hall event facilities and reserve residence hall meeting space for conference clients, student groups and departmental staff, including creating room set diagrams. Assist clients with facility selection and access, room set arrangements and be present at events when necessary.

+ Verify eligibility of groups to use campus facilities and provide information to groups to complete an online form to confirm campus sponsorship.

+ Develop and maintain positive client and staff relationships throughout the conference program while providing superior service and ensuring exceptional levels of customer satisfaction. Maintain customer service standards.

+ Conduct campus site-visits with clients and prospective clients, including arranging planning meetings with representatives of other campus facilities as necessary (e.g., Classrooms, HUB, IMA)

+ Coordinate the processing and confirming of guest housing online reservation forms and housing name lists. Review all reservation forms and materials published by the client.

+ Plan assignments of event space with sensitivity to compatibility between diverse conference groups with potentially conflicting programs, activities, and requirements. Monitor changes in group size and advise Operations Manager and Occupancy Manager of increases or decreases which may affect building assignments, housing capacity, staffing levels and service capability. Provide information to adjust room block as needed.

+ Coordinate meal plans based on the requirements of each conference. Serve as a liaison between the client and food services by arranging meal cards, providing food service information to guests, communicating with Food Service Managers, and facilitating access to dining rooms when necessary. Promote and introduce clients to assigned Sales Coordinator for Bay Laurel Catering. Ensure that clients are aware of university policies regarding the serving of food and alcohol.

+ Oversee the preparation and distribution of conference materials, including but not limited to guest information, reservation forms, meal cards, parking, and other materials.

+ Send invoices, collect payments, send confirmations and receipts, and submit request refunds as necessary.

+ Maintain accurate, timely and reliable data entry records in multiple planning software platforms.

+ Provide training and direction to student assistants, delegating tasks and checking work to ensure accuracy.

Organizational Effectiveness

+ Demonstrate knowledge of institutional and departmental policies and procedures. Review University and HFS policies on safety, security, emergency procedures and ADA compliance with conference clients.

+ Effectively represent the University and HFS to clients and delegates.

+ Maintain positive working relationships and effective communication while serving as a liaison between conference organizers/guests with HFS units partners such as Desk Services, Student Services Office, Custodial/Facilities Services, Dining Services, Financial Services, and Residential Life as well as other campus departments to successful delivery of conference services and to ensure client needs are met.

+ Perform other duties as assigned, including special projects, work on committees and activities as well as other HFS unit activities, including recognition and service events.

POSITION COMPLEXITIES

Highly complex due to the size, scale, and scope of operations (number of conferences and attendees, total economic impact on the department and the university), variety of service types and service venues, complexity of contracting, the variety of payment and the need for extensive inter- and intra-departmental collaboration and coordination. The Conference Coordinator has extensive public interaction with university visitors, faculty, staff and administrators. The position directly supervises or coordinates the operational aspects of providing conference and meeting services to staff and visitors.

IMPACT TO THE UNIVERSITY

Charged with favorably representing and showcasing university and department facilities to the public, generating significant additional supplemental revenue for the university and the department, providing housing and dining services in support of UW-affiliated programs and their guests.

WORKING CONDITIONS

Maintains regular hours Monday through Friday. Work is cyclic in nature, with varying deadlines and projects dependent on time of year (i.e. conference season vs. billing period). During the summer conference season, occasional night and weekend work may occur to meet conference operations needs and guarantee guest satisfaction. A successful candidate must have the ability to remain calm in stressful situations and meet deadline demands. During the summer conference season, this position works primarily onsite based on operational needs and is eligible for up to two days per week remote during the off season.

REPORTS TO

Conference Services Operations Manager

QUALIFICATIONS

High School graduation and four years’ of progressively responsible work experience involving public contact such as sales promotion, public information, or in the hospitality industry.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

ADDITIONAL DESIRED QUALIFICATIONS

+ Work experience in a higher education environment

+ Work experience in a university housing or conference services setting

+ Public speaking/sales experience

CORE COMPENTENCIES:

+ Demonstrates flexibility in meeting customer needs while adhering to established policy and service guidelines.

+ Demonstrates strong sense of customer service.

+ Negotiates effectively with clients to achieve the highest levels of revenue and customer satisfaction while minimizing cost.

+ Maintains courteous and professional demeanor.

+ Resolves conflicts effectively.

+ Organizes work to meet deadlines.

+ Manages assigned projects with minimal supervision.

+ Knows the local recreation and entertainment features and resources.

+ Communicates effectively with customers; speaks clearly and accurately; written communication is professional.

+ Demonstrates knowledge of the overarching goals and objectives of the HFS department.

+ Interprets and analyzes data accurately.

+ Accesses computer-based information quickly and accurately.

+ Maintains strict attention to detail in face of competing priorities.

+ Works effectively while balancing a variety of tasks and competing priorities.

+ Assesses situations posed by inquiries quickly based on program knowledge to determine the best course of action.

+ Works collaboratively with team members.

+ Interprets and applies complex business policies.

+ Adapts quickly to changing needs of the unit.

+ Quality AND efficiency:

+ Balances the need for attention to detail with the need for efficiency and speed in handling work.

+ Minimizes time spent on customer inquiries while providing the appropriate level of customer service.

+ Multi-tasks, moving effectively between customer service inquiries and working on projects.

+ Requires ability to negotiate for the interests of the Department and UW while helping clients meet their needs.

CONDITIONS OF EMPLOYMENT

A satisfactory outcome from background check is required prior to hire

Compensation, Benefits and Position Details

Pay Range Minimum:

$46,332.00 annual

Pay Range Maximum:

$61,920.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.