Conference and Summer Housing Coordinator - 1903506
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher degree). Two (2) years of professional full-time residence hall administration and/or hotel or hospitality management experience. Experience in managing on-going client relationships in a high volume customer service setting. Demonstrated computer proficiency in Google Suites and/or Microsoft Suite.
Master's Degree (foreign equivalent or higher degree) in Business, Hospitality Management, Higher Education, Student Personnel Administration or a related field. Proficiency with data management through google sheets, excel, and registration software systems. Prior supervisory experience and/or experience leading a team. Experience developing programs and initiatives to enhance revenue generation.
Brief Description of Duties:
Reporting to the Associate Director of Residential Housing Administration, the Conference & Summer Housing Coordinator will assist in managing and coordinating the day to day operations of all conference housing activities on West Campus as well as the assignments, records management, and billing of our student and conference housing assignment processes on our Southampton campus. The selected incumbent will demonstrate knowledge and application of assessment and/or evaluation of programs.
The incumbent will serve as a member of the Campus Residences Professional Staff reporting to the Campus Residences Department of Residential Housing Administration. The selected individual will be responsible for the coordination of all conference housing group reservations from point of inquiry through completion of stay. The individual will work with internal and external constituents in need of conference housing and coordinate efforts with the Office of Conferences and Special Events, the Office of the Vice President for Administration, the Meal Plan Office / Campus Dining, Student Accounts and the Campus Card Office.
The Conference and Summer Housing Coordinator will supervise student office assistants in the management of inquiries, assignments, and invoicing and collections of conference and sponsored summer housing. This individual will assist the Associate Director of Residential Housing Administration with staff selection, recruitment of conference groups, and administrative processes for conference and summer housing operations.
The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with exceptional attention to detail. Along with superior communication skills in all forms. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem-solving.
Manage Conference, Summer Housing, and Stony Brook Southampton Assignments:
Coordinate summer student housing applications and bookings.
Coordinate and manage all housing assignments (student and conference housing) for our Southampton campus.
Coordinate and manage self-pay and third party conference housing assignment processes.
Coordinating all conference housing group reservations from point of inquiry, through completion of stay.
Generate statistical queries summarizing demand in relation to available space.
Coordinate with staff to manage conference and summer housing assignments processes.
Prepare, issue and track billing invoices for Conference Housing, Summer, and Early/Late Academic Year access sponsored by Third Party payment.
Marketing and Communications:
Develop strategies to increase summer housing revenue through maximizing space utilization and developing new markets for recruiting conference groups.
Work collaboratively with the Assistant Director of Residential Marketing to promote the residential experience to a diverse group of adults, youth, and other potential Conference Housing constituencies.
Conference Housing Guest Relationships
Primary interface between Conference Housing and Summer User groups to coordinate logistics associated with their group's Conference Housing stay.
Communicate with individuals and conference contacts regarding space reservation requests and registration details.
Interface with Meal Plan Office and Campus Dining regarding all Conference Housing Meal Plan and catering issues.
Interface with Office of Conferences and Special Events to coordinate space and facility needs of Conferences utilizing residential space(s).
Maintain regular communication with Student Life staff at Stony Brook Southampton regarding all scheduled arrivals/departures to on-campus housing facilities.
Interface with HR Services and Campus Card Office to coordinate background checks and child safety credentialing of all Conference Housing staff.
Develop agreements between Conference Housing and individual user groups, as necessary. For external users, collaborate with the Office of the VP of Administration where Revocable Permits are required. Collaborate with Procurement for all revenue transactions in excess of current State revenue thresholds (currently $25,000 per transaction).
Maintain and manage the conference housing email inbox.
Assess conference housing guest and coordinator experiences to make recommendations and improvements to conference housing.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at
About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Campus Residences-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Oct 3, 2019
Posting End Date: Oct 18, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range of $48,000 - $53,000.
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1903506
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.