112222 - Conference and Guest Services Analyst
#112222 Conference and Guest Services AnalystFiling Deadline: Wed 10/20/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit: https://ucnet.universityofcalifornia.edu/news/2021/10/flu-vaccination-requirement-for-uc-students,-faculty-and-staff-issued-for-2021-2022.html
UCSD Layoff from Career Appointment: Apply by 10/11/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/20/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position has recently been accreted by CX union, and will be a part of that union moving forward.
Independently responsible to coordinate the complex process of providing housing, dining and meeting space management to assigned conference clients. Coordinate maintenance of financial and accounting systems for Conference Services, financial and contract files and reconciliation of general ledgers. Responsible to ensure the accuracy of records to provide reports relating to the Summer Conference Program which accommodates approximately 19,000 individuals participating in more than 100 conferences, some with multiple sessions.
In addition, provide the full spectrum of conference meeting planning including marketing/sales, individual conference participation registration process, on-site programming and coordination of all services, and creating, maintaining, and reconciling all financial data associated with assigned clients. Participate in the hiring and training of student conference clerks and provide supervision and work direction to clerks in assigned area. Under the direction of the Associate Director of Hospitality and Conference Services, direct and manage all day to day computer operations for Conference Services personnel.
Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with over 700 career employees, 1000 to 1200 student employees and an annual operating budget greater than $200 million. HDH provides housing for approximately 18,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering over 8 million sq. ft. HDH is in the midst of implementing an aggressive building plan which added 10,000 new beds in the next 10 years and will almost double our square footage by 2032.
Currently, HDH houses 38% of UCSD’s enrolled students with a goal of housing 65% by 2032. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors.
Housing/Dining/Hospitality commits to facilitating an equitable, diverse and inclusive environment, fostering a sense of belonging for our students and staff. As HDH we understand, each unique individual with their varied thoughts and experiences is what makes our department strong. Aligning with UC San Diego’s Office for Equity, Diversity, and Inclusion strategic goals, Housing/Dining/Hospitality is proud to promote and create opportunities for greater equity, diversity and inclusiveness within our division.
Overtime may be required.
Vacation may not be taken between June 1 and September 30.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Strong organizational skills and ability to multi-task with demanding timeframes. Demonstrated skill in planning and organizing diverse work assignments.
Working knowledge of common organization-specific and other computer application programs.
Ability to use discretion and maintain confidentiality. Excellent interpersonal skills including tact, confidentiality, diplomacy, and flexibility to work diplomatically and effectively with a diverse public clientele, University officials and administrative support staff.
Demonstrated knowledge and ability to use personal computers and various software applications including spreadsheets, word processing, relational databases and electronic mail.
Ability to independently understand, analyze, and interpret written material and computer generated reports. Ability to independently prepare reports based on data analysis.
Working knowledge of Access, Excel, Outlook and Word.
Ability to work efficiently in a busy, customer service oriented office with frequent interruptions, varied work assignments, and fluctuating priorities while meeting deadlines.
Ability to build and maintain customer relations through a professional approach in handling client needs and concerns.
Ability to compose letters and memoranda utilizing appropriate formats and styles.
Proven experience in meeting planning and conference techniques including scheduling, space and equipment needs.
Ability to interact effectively with diverse groups of local, national and international conference coordinators.
Ability to make group presentations to provide conference services information.
Skill in allocation of bed spaces and meeting rooms within a large conference operation. Ability to negotiate and finalize contractual agreements for clients.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Valid California Driver's License required.
Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce. Click here for Details
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.