Office Coordinator, Conference And Business Services

Salary: Depends on Qualifications
Location : Sewanee, TN
Job Type: Staff Full-Time
Job Number: 202100340
Division: Finance & Treasurer
Department:Business Services - Conference Services
Opening Date: 02/06/2024
Position Overview
Join the Business Services team with primary responsibilities in the area of Conference Services. Join in the daily life of a busy office, welcoming guests, assisting them with Business Service needs, and providing directions and campus information.
Primary Function:
Provide superb service to clients and campus partners, representing the University to hundreds of guests each year with the Conference Services mission statement as a guide (below). Act as mentor and leader for the summer student team. Coordinate and implement with the Conference Manager the logistics of each summer conference. Be proficient in all aspects of the conference software and take responsibility for conference accounting and student software training. Assist when needed in the coordination of Facility Rentals. Assist the Business Services Director and Purchasing Manager with special projects and research.
Supervisory Responsibility:
Student workers during the summer; work-study students during the academic year.
Supervision Received:
This position works with considerable independence and self-direction. The staff member is expected to independently carry out position duties and understand what is expected and how to do it.
Position Appointment Details:

• Hourly position
• Full-Time
• Career Band: NE8

Position Description
Typical Duties & Responsibilities:

• Meet with program directors during the academic year and again in the summer, working closely with campus partners in Sewanee Dining, Facilities Management, LITS (Library and Information Technology Services), and SDI (Strategic Digital Infrastructure) to complete detailed plans for each program. These include lodging, meals, facilities, technology, event set-up, signage, and other aspects.
• Use Iris Coordinator, the conference software system, to enter all planning information for each program; revise as needed throughout the year, especially during the program.
• Complete and share with program directors the quotes and invoices for each program, following up to obtain quote approvals and payments for the invoices, and documenting the completion of each.
• In partnership with the Conference Manager, recruit, interview, and hire summer staff members. Train, lead, and mentor them, modeling best practices for professional service. Specific training is needed in Iris Coordinator Software, email etiquette and procedures, and the FM work order system.
• Guide and oversee the students daily, coordinating workflow within the office (making key packets, answering phone and emails, meeting with clients) and outside of the office (placing and picking up directional signs, inspecting rooms and facilities, testing keys, delivering extra linens, vetting work orders in person before placing them).
• Work with the students to arrange the on-call schedule and evening and weekend office or event coverage.
• Ensure that evening and weekend coverage by Conference Services is provided for each event when needed, being available when necessary to attend and monitor major conference events.
• Complete the final check for each Summer Conference, each facility, and each event to ensure everything meets the requirements and standards; use judgment and experience to anticipate and prevent problems.
• Expect daily troubleshooting and fielding of same-day requests from conferences.
• Assist with selecting and managing the department work-study students during the academic year.
• Train to become a "power user" level in the EMS reservation system; utilizing EMS, reserve the campus classrooms and meeting facilities for all summer programs. Expect frequent additions and changes during the summer months.
• Maintain membership in ACCED-I (Association of College Conference and Event Directors International); take advantage of their online resources and attend professional meetings when possible.
• Create and update information for the Conference Services and Purchasing websites. Review the websites for accuracy.
• Assist the Business Services Director and Purchasing Manager with special projects and research.
• Other duties as assigned.

Judgment Required:

• Judgment and discretion regarding the use of established policies are required to perform the essential duties of this position.
• The performance of the essential duties of this position is dependent upon independent ingenuity.

Machines and Equipment Used:

• Computer/Office equipment.
• Ability to drive university vehicles.

Job-Related Skills:

• Strong hospitality skills
• Strong written and verbal skills
• Strong organizational skills
• Self-directed and able to function in a multi-faceted, fast-paced customer service-driven environment.
• An organized individual who is attentive to detail, with strong communication, problem-solving, and follow-through skills.
• Ability to handle and coordinate multiple tasks and projects and effectively meet deadlines
• Ability to learn and use complex software systems such as EMS and IrisCoordinator.
• Ability to understand the needs of guests and the University and coordinate both successfully
• Command of Google Drive, Google Sheets, Google Documents, email, and administrative skills are required.
• Flexibility for evening and weekend hours during Summer Conference and special University events.
• Ability to walk and stand for long periods.

Personal Interaction/Communications:

• Internal: Faculty, administrators, departments, staff, Summer Conferences, Students, and custodial staff.
• External: Varies widely; alumni, program directors, parents, families of faculty and staff, outside service providers, those contacting the University of the South for the first time; vending company contacts

Attributes of a Successful Candidate
Education:

• High School Diploma or equivalent;
• Bachelor's Degree preferred

Experience:

• Minimum of 3-5 years experience in event coordination and management or dealing with the public in service-related environments.
• Management experience preferred.
• Demonstrated successful customer service experience required; references should be provided.
• Ability to work and effectively communicate with a wide variety of people

Supplemental Information
Confidential information:
Related office and guest information.
Working environment:
An office environment that is busy, fast-paced, often unpredictable, and detail intense.
Mission Statement for Conference Services:
In support of the University's Purpose, the mission of Conference Services is to provide exceptional service to the program directors and participants of conferences hosted by the University, as well as to the staff involved in supporting the programs and for the wider University community. Specifically, this means arranging lodging, dining, and meeting spaces, and closely monitoring those services throughout each program, providing 24/7 accessibility to ensure the best possible experience.
Goals:

• By providing a positive experience for each visitor that our programs welcome, attract future students to Sewanee.
• Contribute to the academic mission of the University with annual revenues earned.
• Coordinate with Campus Partners to make conferences a positive experience for them and the University community.

Provide professional and compassionate support for the program directors, sharing their goals and assisting them to lead successful programs.
Consider the potential impact of the programs on campus life and coordinate to make the best experience for Campus Partners, the Sewanee community, and the program participants.
How we achieve our goals:

• Employ staff who are kind, service-oriented, and enthusiastic ambassadors for Sewanee; work together as a supportive team.
• Develop relationships with program directors and campus partners; knowing their goals and challenges helps us provide the best possible service.
• Constantly develop expertise in our field, keeping up with best practices, and improving our skills through training, experience, and detailed records of lessons learned.
• Stay vigilant about anticipating needs and problems with close attention to detail.
• Use all available resources including industry-tested software and University technology to provide excellent, professional service. Mission Statement for Conference Services
  In support of the University's Purpose, the mission of Conference Services is to provide exceptional service to the program directors and participants of conferences hosted by the University, as well as to the staff involved in supporting the programs and for the wider University community. Specifically, this means arranging lodging, dining, and meeting spaces, and closely monitoring those services throughout each program, providing 24/7 accessibility to ensure the best possible experience.
  Goals
  
  • By providing a positive experience for each visitor that our programs welcome, attract future students to Sewanee.
  • Contribute to the academic mission of the University with annual revenues earned.
  • Coordinate with Campus Partners to make conferences a positive experience for them and the University community.

Provide professional and compassionate support for the program directors, sharing their goals and assisting them to lead successful programs.
Consider the potential impact of the programs on campus life and coordinate to make the best experience for Campus Partners, the Sewanee community, and the program participants.
The University of the South, commonly known as Sewanee, comprises a nationally ranked residential College of Arts and Sciences and a School of Theology. The University is strongly committed to the values of intellectual inquiry, diversity, equity, and inclusion, and living and serving in community. Situated on 13,000 acres atop Tennessee's Cumberland Plateau, Sewanee is known for its stunning natural beauty while providing easy access to Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to help employees of all backgrounds and identities flourish.
DEI Institutional Statement:
At the University of the South, our commitment to inclusion and belonging is grounded in our core values of community, courage, flourishing, and inquiry. We seek to build a community enriched by our diversity and centered on equity, justice, mutual respect, and shared responsibility.
Equal Employment Opportunity:
The University of the South is an equal-opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.