Coordinator, Building Operations & Conference Services

Position Title: Coordinator, Building Operations & Conference Services

Position Type: Regular

Salary Range:
$24.17 - $27.78/hour; commensurate with experience

Pay Frequency: A. POSITION PURPOSE

The Coordinator of Building Operations and Conference Services is responsible for the coordination of operational needs and administrative tasks that support the Housing Building Operations and Conference Services programs. The position serves as a liaison between the Housing and Conference Services Office and larger Santa Clara University Community as well as to external entities, serving as a first point of contact for navigating requests and concerns. This position assists in recruiting, training, supervision, and evaluation of Building Operations and Conference Services student assistants and develops appropriate training for all staff in the Housing and Conference Services Office as needed. The coordinator assists with access and custodial management during peak periods including opening, closing, summer transition, and the summer conference season. The position operates during business hours with limited after hours and weekend work required.

B.ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Building Operations (70%)

Oversees the evaluation and approval of student requests for routine maintenance, working to ensure timely delivery of information to the Facilities department. Works with Housing service desk staff to triage requests received during business hours.
Works with students, staff, faculty, contractors, vendors, and non-affiliate guests to address access requests and concerns, and coordinate access for move-in, move-out, and closure periods. Schedules electronic access changes in accordance with lock-out, room change, and contract cancellation procedures.
Provides administrative and clerical support to the Building Operations team, including assisting in project and report preparation, invoice and purchase order monitoring, and data management. Assists with the management of systems to streamline housing facilities procedures including inventory tracking, key tracking, and damage tracking.
Provides direction to building operations student staff in daily tasks and projects,
Conducts consistent building inspections with the Custodial Services Supervisor to promote thorough cleaning of community spaces in Housing facilities.
Schedules pest control inspections and treatments per request, arranging access and accompanying technicians as needed.
Works with Residence Life staff to track communal area damage and after-hours cleaning, collects and audits documentation and submits charges quarterly to the Assistant Director for Housing Billing and Communications to bill to resident accounts.
Works with Housing staff and Custodial Services supervisor to fulfill Residence Life service desk requests.
Coordinates between Residence Life staff and Facilities staff to facilitate event requests within Housing facilities, signing as event requestor, managing and distributing Housing equipment for events.
Assists with the coordination of quarterly evacuation drills in Housing facilities with campus partners including the Office of Residence Life and the Environment, Health & Safety department.
Assists with requests by community officials in order to comply with federal, state and local statutes, ordinances, building codes, etc, including the US Census Bureau office to complete distribution and material collection of American Community Surveys for resident students.

2. Conference Services (30%)

Manages rooming lists, access to Housing facilities, coordinating access preparation, and tracking. Works with the Assistant Director of Conference Services to address access requests and concerns as needed throughout the summer conference season.
Utilizes the Transact administration system to coordinate meal plan access and track meal count usage with clientele.
Assists in coordination of laundry services including delivery, assembling linen packets, and collection of bed linens and towels as needed.
Assists with oversight of room setup, arranging furniture, bed making, meeting and event space setup, inventory and damage tracking, and the provision of all supplies and services (linen, toiletries, amenity items, etc.). Reviews and inspects work to ensure facility readiness and cleanliness for conference guests within assigned spaces, meeting and event spaces as needed.
Assists with selection, training and supervision of Conference Services student staff, training in Building Operations related duties, including use of electronic lock systems, room inventory, inspection and preparation.
Provides direction for student staff in administrative and facility related tasks and projects including maintenance requests and special facilities requests.
Provides front desk customer services for conference guests as needed.
Reviews post-event assessments, analyzing summaries and participant and client feedback in order to identify areas of improvement, vendor performance, and improved preparation for future events, in consultation with the Assistant Director of Conference Services.

3. Other duties as assigned.

C. PROVIDES WORK DIRECTION

Works in close cooperation with the Assistant Director for Building Operations and Conference Services to provide direction to Building Operations student staff members (3-6) that work within the Housing & Conference Services Office, including training, daily tasks and responsibilities, and timely submission of student staff time sheets. Works in close cooperation with Assistant Director for Conference Services to provide direction to Conference Services student staff.

D. GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.
1. Knowledge
Previous experience working with customers/clients is strongly preferred.
Experience in an academic environment preferred.
Strong commitment to excellent customer service.
Team-orientated individual with willingness to take initiative while exhibiting flexibility.
Understanding and support of the Jesuit values and ideals of education.

2. Skills
Demonstrated knowledge of Microsoft Office software, especially Excel, Word, and PowerPoint strongly preferred.
Demonstrated strong written and verbal communication skills.

3. Abilities
Ability to successfully work with oftentimes conflicting demands from multiple units, various customer types, and complex regulations and creatively work to identify problems and solutions.
Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues that require discretion.
Ability to interpret financial statements, budget vs actual reports, and other accounting documents preferred.

4. Education
Bachelor's Degree Required. 5.Years of Experience
1-3 years work experience in an academic setting, including undergraduate or graduate work, coordinating operations related functions preferred. F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal. Moderate travel to other buildings on the campus. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations. May be required to occasionally travel to outside customers, vendors or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical indoor office environment. Offices with equipment noise. Offices with frequent interruptions. Will include additional coverage outside of business hours during peak activity periods such as but not limited to move-in, move-out, break periods and summer conference season.

EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

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