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.

Supervision and Training