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Office Administration: Provides comprehensive administrative support to the Associate Director. Acts as a receptionist for the Hospitality office, greeting visitors, (on and off campus), including administrators, faculty and staff, as well as, members of the business community. Serves as the focal point for communications in the Hospitality office by screening all incoming calls and directs calls appropriately. Establishes administrative procedures for office operations and develops long-range plans for administrative needs. Prioritizes workload to complete assignments and special projects in a timely manner. Independently researches answers to questions, office needs, and provides resolution and solutions by contacting the appropriate individuals or departments. Coordinator will update contracts or produce addendums to the contract, based on instructions from the Associate Director to ensure all Hospitality contracts are up to date and accurate. Orders office supplies, event supplies, conference supplies, and marketing gifts by evaluating needs and maintaining proper inventories. Maintains office equipment inventory and reports any loss/damaged items.
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25 |
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Sales, Event Coordination: The Coordinator is responsible for all stages of the sales process, from the initial contact with the client through the successful conclusion of assigned events, to include planning, organizing, coordinating, and facilitating all events in Housing and Dining facilities. Ensures adherence to all policies regarding risk management, insurance, security, health and safety throughout the coordination process. Interacts with clients through telephone conversations and email correspondence to monitor the progress of events and arrangements, and to ensure the timely receipt of signed contracts, SID accounts, guarantees, deposits, catering orders and final payments. Inputs all event details accurately into Event Management Software (EMS), and properly distributes event information to Housing and Dining operations departments. Coordination duties may include facility diagrams, facilities set-up, ResNet AV technician, parking, rentals, floral, music, and other event details, as needed per event. Serves as the event Coordinator once the client is on-site, ensuring that all components of the event and/or conference run smoothly. Position will require a variable schedule and possible overtime during peak periods. The Coordinator may need to operate a Box truck, lift gate, pick-up truck, gem cart and van on site at events.
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20 |
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EMS (Event Management Software) management: Serves as EMS administrator for the office, makes necessary configuration updates, creates necessary reports, serves as troubleshooter, calls EMS tech support when needed, and stays abreast of EMS updates that may improve business. Completes benchmarking studies and industry research on an on-going basis and provides results to management in order to analyze competitiveness in the industry. Independently works within EMS to ensure all information is up to date. Works with Event Specialists and Sales Specialist to input all critical information into EMS. Monitors aging report to ensure billing is done in a timely manner.
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15 |
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Student Management: Hires, trains, and assigns work for the students and student supervisors working for the Hospitality and Catering Office. Participates in orientation programs with staff, including the coordination of campus tours, explanation of UCR and Dining Services Policies and Procedures, to ensure a professional and competent student team is in place. Assigns projects and tasks to students on a daily basis. Conducts performance evaluations, provides counseling for disciplinary problems (if required), and recommends corrective action in order to maintain effective staffing and production level of student employees.
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15 |
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Standard Operating Procedures: Ensures all Standard Operating procedures for the Hospitality office are up to date. Creates new SOP?s as needed to ensure consistency within the department. Audits SOP?s with the assistance of the Associate Director of Hospitality to ensure accuracy.
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10 |
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Customer Service: The Coordinator will serve as event coordinator for on-site clients ensuring the highest level of customer service. The Coordinator will ensure student staff display high levels of customer service while conducting business via email, over the phone or in person.
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10 |
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Accounting and Budgetary Functions: Independently creates reports based on sales, facility usage, occupancy, and other criteria identified by the Senior Sales Manager or Associate Director. Performs this duty on a regular basis for revenue projections and tracking. Completes year-end reports in a timely manner. Communicates with the Finance and Business Office regarding billing, invoicing, and payment status. Ensures all billing information in EMS is up to date, and monitors aging report to ensure billing is completed in a timely manner and that all funds are collected. Reviews billing of all events, including summer conference billing, to ensure accuracy of information prior to invoicing. Using information provided by the Sales Manager, produces accurate P&L's on high profile events, weddings, and other special events for reporting profitability.
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5 |
