Coordinator for Summer Program

Job Type

Full Time

Published

10/26/2018

Address

Washington
District of Columbia
United States

Description

Coordinator for Summer Program - Division of Student Affairs

The Division of Student Affairs supports the academic mission by educating students as whole persons, promoting their intellectual, moral, spiritual, and social formation; Enhancing students' learning and helping to prepare them for lives of discernment, civic engagement, and professional growth; Teaching personal responsibility and respect for people of all faiths, cultures, and beliefs; Promoting the health and safety of students and others in the University community.

The Summer Programs Coordinator is a full-time, hourly professional staff member within the Office of Residential Living. The Summer Programs Coordinator is primarily responsible for collaborating in management of summer housing for over 11,000 guests transitioning in and out of the residence buildings from May through August annually. The Summer Programs Coordinator actively provides frequent communication and customer service to 90+ educationally focused conference groups and their program contacts daily. The Summer Programs Coordinator also provides direct and indirect supervision to both temporary full time and student staff members throughout the summer, as well as student staff throughout the academic year. This position requires evening and weekend commitments during the summer. Duties include, but are not limited to:

Administration


  • Creates and manages summer housing assignments for approximately 5400 bed spaces during the summer; housing summer school students, conference groups, and interns to ensure high occupancy and customer satisfaction.
  • Maintains online summer housing applications with support of department Automation Analyst and Associate Director of Summer Programs.
  • Oversees the set-up for conference groups to ensure delivery of linens and other assorted conference materials.
  • Manage logistical complexities of assignments for approximately 90+conferences with large amounts of turnovers during a three-month period.

Communication


  • Provides excellent customer service through written and verbal communication and personal attention to conference groups to ensure customer satisfaction and continued revenue to University.
  • Promotes campus facilities and services to non-profit educationally-related conference groups.  
  • Receives and answers frequent inquiries regarding rates, types of accommodations, status, cancellation procedure, etc. about summer housing.
  • Organizes regular updates to department promotional materials including website to provide relevant information to users including developing new recruitment materials (pictures, videos, online brochures).

Supervision


  • Hire, train and evaluate student Summer Leads (5-7 Conference Leads and 5 Summer Assistant Leads) and 80+ Summer Assistants from mid-March until August annually.
  • Hire, train, and evaluate 2-4 student Conference Leads during the academic year (August-May).
  • Facilitates weekly one-to-one meetings with Leads to provide support in their management of job tasks including supervision of other student workers and their professional development.
  • Provide leadership in the creation and implementation of summer student staff skills development workshops.

Finance


  • Works with Business Operations Manager to create monthly reconciliations of over 90 cost centers including preparing journal vouchers and identifying any unresolved transactions.
  • Prepare and send invoices in Summer Conference Agreements and subsequent billing to summer guests and conference groups as well facilitating follow up for unpaid accounts.
  • Ensure payments are received, deposited, and appropriately documented.

Requirements


  • A completed Bachelor’s Degree is required
  • One to two years of sales or administrative experience, preferably in university housing, hotel sales or event planning
  • Demonstrated experience in the areas of communication, supervision, finance, administrative skills and social justice & inclusion
  • Ability to manage stress, conflict and frustration constructively; demonstrate a positive attitude
  • Identify, define and apply innovative approaches to resolving issues and use sound judgment based on training and departmental policies and protocol

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires a January 2019 start date. Review of applications to begin immediately and continue until the position is filled.


Professional Level

None specified

Minimum Education Required

4-year degree


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