Conference Services Coordinator

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Conference Services Coordinator

Southern Oregon University


Position Number: A00516

Rate: $43,850 - $50,403 @1.0 FTE, 12 months (includes on-campus apartment,10-meal plan per week, and $250 Raider-Cash per quarter)

Position Summary:
University Housing supports the educational mission of the University by providing a safe, secure and educational living environment for students. Many educational and social learning opportunities are provided to the students while living in University Housing. During the academic year University Housing has approximately 1,200 students living in the halls and apartments.

University Housing also provides educational groups the means to stay on-campus and utilize university facilities, services, and experience through Conference Services. Prior to the pandemic, Conference Services had brought over 300 conference groups, 10,000 conference guests, and sold over 45,000 meals on an average year, generating revenue for University Housing of nearly one million dollars.

University Housing is a self-supporting auxiliary enterprise with an annual operating budget of over 13 million dollars. Having a robust conference program is essential to allow us to remain affordable for our students. Recruiting new groups, maximizing bed-nights, and creating new revenue streams will be expectations in this role. Business and marketing experience/knowledge will be a preferred qualification and plus for all candidates.

The Conference Services Coordinator is primarily responsible for the oversight of Conference Services and the direct supervision of (2) 0.5 FTE Graduate Assistant and directly 10-15 student staff. This position will provide broad leadership in their functional area to accomplish the goals of University Housing at Southern Oregon University. The Conference Services Coordinator is supervised by, and reports directly to, the Assistant Director of University Housing for Conference Services. Some evening and weekend work and occasional travel is required.

Minimum Qualifications:
A Bachelor's Degree in an applicable field. Two years of experience at the undergraduate level in Housing/Residential Life, Dining, Conferences, or other applicable Student Affairs/Life positions. This position is required to live on campus and involves frequent night and weekend responsibilities. Experience with crisis management and emergency response is required.

Preferred Qualification:
A Master's Degree in business or higher education administration, plus direct, progressive experience in a residential setting.

Knowledge, Skills, and Abilities:
· Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.· Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.· Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.· Ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.· Strong analytical and research skills; ability to gather, evaluate, and to develop well-reasoned conclusions and recommendations.· Ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.· Ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Ability to exercise sound judgment and discretion, tact, and diplomacy.· Initiative in independently planning, organizing, and performing work assignments within broadly defined parameters.· Ability to work with a high level of productivity and accuracy/attention to detail.· Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.· Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.· Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.· Ability to adapt to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.· Working knowledge, or ability to quickly learn, university infrastructure, policies and procedures.· Provides training and direction to student assistants.Demonstrated Service Excellence.· Teamwork. Demonstrated ability to work effectively as a team player; and coordinate several functions and determine the relative importance of each; ability to work with a high level of productivity and accuracy/attention to detail.· Knowledge. Advanced computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, online systems, social media platforms, internet as well as online calendaring and email. Demonstrated office operations or project management experience.· Accountability. Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist. Ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment. Ability to manage stressful situations with tact and diplomacy and to use sound judgement and discretion, particularly as it relates to handling sensitive and/or confidential information.· Quality Service. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.

Special Instructions to Applicants:
Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) letter providing some detail of the applicant's qualifications and interest in the position; (2) current resume/CV; (3) the names, addresses, and telephone numbers of at least three professional references. If you are unable to attach the supplemental materials to the online application please email: hrs@sou.edu

For inquiries and additional information, please contact: Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553

To view SOU's offers very generous benefits and pension programs available to eligible positions, please visit: https://inside.sou.edu/assets/hrs/Benefits/2021_Employee_Benefits_Overview.pdf
Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html , demonstrates our value and commitment to our employee.

Special Conditions
•Must be willing to travel and attend training programs off-site for occasional professional development.
•Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
•Must be able to successfully pass a pre-employment background check.
•Under the provisions of the Fair Labor Standards Act (FLSA):
-Position classification defined as "exempt" are not subject overtime
•The person holding this position is considered a "mandated reporter" under the Oregon Revised Statues and is required to comply with the requirements set forth by the Oregon department of Human Services.

Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the "Clery Act"),requires that prospective employees be notified of the availability of SOU's Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on use, possession and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:
https://inside.sou.edu/assets/security/AnnualCrimeReportFinal.pdf. A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information call 541-552-6258, or email clerycoordinator@sou.edu .

All applicants must apply online at https://jobs.sou.edu/postings/10756 .

Diversity Statement
Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

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