Coordinator, Conference Center Operations

GENERAL FUNCTIONS

The Coordinator, Conference Center Operations is responsible for coordinating, scheduling, and planning the usage and services of the Conference Center and designated meeting facility options at YMCA of the USA, and to serve as the Y-USA welcome desk reception.

This position must lead with a welcoming, friendly and helpful attitude in all interactions with guests, Y-USA colleagues and partners who are planning and/or attending meetings. This position will ensure the effective and efficient use of the Conference Center, meeting rooms and building meeting spaces to create high quality experiences for all. Highly refined customer service skills, leadership, initiative, attention to detail, organizational skills and interpersonal communication skills are necessary to deliver this vital service delivery function.

KNOWLEDGE, SKILLS AND ABILITIES

Previous experience implementing the leading practices related to conference, special event, and meeting planning; facility selection and set-up; and food and beverage management is required

Must have 3-5 years of demonstrated success in direct customer service experience

Proficiency in Microsoft Office, Link, MOYP and relevant internal applications

Strong personal and interpersonal skills are essential, including but not limited to excellent written & verbal communication

Demonstrated track record of strong organizational skills, follow-through and ability to multi-task and meet deadlines

Ability to perform cost analysis and projections, Conference Center usage/attendance monitoring and equipment/supply inventories is critical

Demonstrated experience in providing timely, effective and relevant communication

Ability to effectively use Conference Center/meeting room reservation system

Familiar with technology systems (AV, screens, sound, etc.) and able to provide first layer of support

Is currently or is willing to become OSHA certified related to food vendors and food handling

Ability to lift up to 25 lbs. and preparing packing and shipment of materials.

Requires a commitment to the YMCA character development values of caring, honesty, respect and responsibility

CORE COMPETENCIES

Values. Demonstrates in word and action the Ys core values of caring, honesty, respect, and responsibility and a commitment to the Ys mission, in all matters at all times.

Inclusion. Values all people for their unique talents and takes an active role in promoting practices that support diversity, inclusion and cultural competence.

Relationships. Builds authentic relationships in the service of enhancing individual and team performance to support the Ys work.

Communication. Listens and expresses self effectively and in a manner that reflects a true understanding of the needs of the audience.

Quality Results. Demonstrates and fosters a strong commitment to achieving goals in a manner that provides quality experiences.

Change Capacity. Leads self and others through change by navigating ambiguity appropriately and adapting well to new situations, obstacles, and opportunities.

Emotional Maturity. Demonstrates effective interpersonal skills.

Self Development. Is dedicated to the improvement of own capabilities and demonstrates this through the continual expansion of knowledge and skills.

ESSENTIAL FUNCTIONS

Coordinates, schedules, and plans the usage and services of the Conference Center, YUSA meeting rooms and shared facility spaces

Responsible for on-site Conference Center operations/YMCA of the USA Welcome Desk, including the appropriate check in and security of the welcome area

System administrator for building access software, key card distribution, visitor access, etc.

Receives and reviews conference/mtg reservation requests; schedules meetings, in- services, convenings, and special events; confirms schedule and services with customer

Requests customer requirements in advance to prepare Conference Center/meeting facilities to best meet their needs

Determines furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and/or security; ensures equipment and services are provided as requested and resolves any related problems

Consults customer in person and by telephone to clarify conference requests, provide advice regarding services for audio, visual, sound, and lighting equipment; explain services available and interprets related organizational policies and procedures

Performs the role of safety leader for conference attendees including evacuation procedures and general first aid responder. Practices and communicates health and safety codes related to YUSA and the facility.

Maintains records requests, and prepares monthly utilization and routine reports related to conference and meeting facility operations and equipment

Orders equipment, materials, and supplies as needed and stays within established budgetary guidelines (food, snacks, drinks, office items, plates, cups, cutlery, etc.)

Develops routine operational and/or administrative procedures for the most effective and efficient utilization of our YUSA conference/meeting facilities

Active review of content on the Loop; utilize as communication platform for internal staff

Acts as a resource person to Y-USA personnel, outside organizations, and other potential customers regarding all aspects of facility and accompanying services

Assist with mailroom operations, large mailings, shipments, storage, meeting prep, etc.

Liaison with IT regarding the content and usage of digital signage, active TV playback, active passwords, software & hardware access and operational status in rooms, etc.

Assists in RFP process to identify preferred food vendors to be used by YMCA of the USA and manages ongoing relationships

Cultivates relationships with vendors, YUSA leadership and facility partners

Assists with facility upkeep and needs by ensuring open and collaborative communication lines

Ensures that YUSA facility is always professionally ready for guests

Assists with incoming inquiries and outgoing communication as needed

Performs other job-related duties as assigned

EFFECT ON END RESULTS/STRATEGIC IMPACT

This position is vital to elevating the experience delivered by YUSA when engaging with our teams and local Y leaders. Operating an efficient and high-quality meeting and conference facility ensures affordable and accessible training and meeting space for YUSA to convene local Y and internal YUSA staff, increasing our value add back to the network.

This position offers a base salary of $60,300.00 up to $80,300.00. Final salary offering is dependent up on required qualifications, experience, and education for this role.

We offer a full benefits package including medical, dental, vision, defined benefit plan (retirement savings), defined contribution plan (403(b) plan, life and disability insurances, technology stipend, and generous paid time off all in a work from anywhere in the U.S. workplace (if eligible).