Assistant Conference Sales Coordinator (6291U) - #68762 Job Listing at University of California in Berkeley, CA (Job ID 68762)

Description

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

Berkeley Housing, situation within the larger RSSP cluster, is responsible for all applications, assignments, contracts, and billing for both single student and family university-owned/affiliated housing properties during the academic year and summer. Our mission is to provide the campus community with homes that provide a foundation for the successful acclimation to their academic UC Berkeley experience while meeting the departmental/divisional fiduciary expectations of high-level occupancy.

Summer Conference Housing, as part of Berkeley Housing, is specifically responsible for filling the beds in the residential complexes (approximately 6,800 bed spaces) with a variety of programs and conferences to utilize the space/services as well as generate revenue that assists with the overall financial well-being of the department. Sales coordinators operate as a “one-stop-shop” for clients by selling affordable accommodations, dining services, meeting spaces within residence halls, coordinating catering services, and campus meeting spaces, and other campus services such as parking, IT, campus tours, recreation passes, etc. In addition, this unit is responsible for coordinating conference activities and billing for all services provided. Summer Conference Housing serves as a bridge between the campus and external third parties who are interested in hosting residential conferences on campus.

Residential and Student Service Programs (RSSP) is part of the Division of Student Affairs under the direction of the Associate Vice Chancellor/COO for Student Affairs. RSSP provides and manages student housing, custodial, and maintenance services, renewal projects, self-operated dining services, campus ID card, as well as early childhood & education services for students, faculty, and staff. RSSP also conducts a summer conference and year-round catering business. RSSP's annual revenue exceeds $160,000,000 and the department employs over 1500 career, limited, contract, and student employees creating a “culture of care” for students, guests, customers, and stakeholders.

Position Summary

The purpose of this position is to sell, coordinate, and manage small conference programs that utilize the residential facilities during the summer. This position is responsible for selling accommodations for the summer season. This position works closely with managers in housing facilities, dining, IT, and other departmental units to provide the required elements for conference programs. In addition, the position interfaces with campus departments such as Parking, Audio-Visual, Cal Performances, Extension, and Recreation Sports to obtain services for conference programs.

Application Review Date

The First Review Date for this job is: 05/29/2024.

Responsibilities

• Plans, organizes, manages, handles negotiations, and implements small to medium conferences involving guests from multiple sources such as campus departments, student groups, other public institutions, research institutions, private sectors, and non-profit organizations. 
• May assist with planning and coordinating complex conferences.
• Consults with clients and internal partners to determine and analyze requirements on all details regarding conferences and planning. 
• Identifies program requirements and budget parameters for each conference. 
• Interprets operational standards. Identifies and determines logistical challenges. 
• Conducts comprehensive planning for conferences, including but not limited to conception, development, communications, coordination, implementation, and post-event evaluation. 
• Uses time management to coordinate and manage multiple conferences simultaneously.
• Ensures smooth-running and effective conferences, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
• Conducts research on history of each group.
• Develops detailed housing and dining service projections for each conference group and prepares appropriate documentation utilizing booking software.
• Prepares and updates detailed specifications for housing, dining, catering, and meeting arrangements for each assigned conference group. 
• Exercises signature authority for use of facility on University property. 
• Prepares and distributes room assignments, diagrams, housing lists for groups. 
• Creates, updates, and distributes proposals, contracts, and Conference Function Summaries in a timely manner. 
• Creates quotes based on preferences and/or budgets. 
• Secures all required contracts, invoices, proof of insurance, permits, attestations, and other necessary documentations. 
• Communicates program requirements and clients' expectations to departmental and University managers. 
• Prepares final group billings. 
• Evaluates completed programs and compiles summary reports for business booked.
• Contributes to and participates in long-range unit planning. 
• May provide training and mentorship to student conference clerks.
• Maintains accurate and up-to-date records and files for all conferences and projects.
• Achieves annual sales and specific revenue goals. 
• Actively pursues and follows up with sales leads.
• Participates in specific marketing strategies for assigned market segments, including being assigned responsibility for a specific task or strategy such as trade shows participation, conference attendance, cold calls, or client visits, etc.
• Prepares proposals designed to meet conference bid specifications. 
• Conducts site inspections.
• Works collaboratively with teammates and internal partners to create and market new service offerings. 
• Works with internal partners to conduct regular outreach with local companies and other vendors to set up promotions and packages that will drive incremental revenue.
• Strives to improve guest services and recommends improvements or alternatives to services and/or standards.
• Develops and maintains collaborative and cooperative working relationships with appropriate campus units including but not limited to; Admissions, Associated Student Union, Cal Performances, Berkeley AV, Parking and Transportation, UC Police Department, Rec. Sports, Intercollegiate Athletics, UDAR.
• Interprets and implements University policy for clients using campus facilities and services.
• May attend trade shows and/or hosts client events to showcase facilities and services.
• Establishes and maintains positive relations with customers. 
• Interacts enthusiastically and pleasantly with customers, co-workers, and partners to ensure a positive interaction and outcome in every interaction. 
• Responsible for practicing good stewardship with university and customer resources.
• Articulates department's objectives to the University and community.
• Assists internal partners as needed. 
• Perform other duties and responsibilities as assigned.
• In order to enhance job expertise, each employee will own their professional development (PD) plan. 
• Professional development can include participation in training, such as attending classes, system-wide or campus training, project specific assignments, or serving on departmental or campus-wide committees. 
• Supervisor approval is required for any professional development that takes place during work hours or requires university paid expenses.

Required Qualifications 

• Working knowledge and understanding of concepts, principles and practices of event planning and production and public relations.
• Working knowledge of and/or can quickly learn the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure.
• Working organizational skills, including skill in effectively coordinating and organizing multiple details. 
• Excellent organizational abilities appropriate to effective calendar management and student and/or volunteer scheduling.
• Good interpersonal communication skills and political acumen, including skill in effectively representing the campus, medical center or other university organization to its publics.
• Good judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues/problems that need to be brought to the attention of higher-level staff and/or management.
• Ability to work in diverse groups, including but not limited to students, staff, faculty, general public, production personnel, technical operators and performing artists.
• Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.
• Ability to maintain high standard of productivity despite frequent interruptions in a face- paced and dynamic work environment.
• Strong organizational skills, ability to establish priorities and work independently and as part of a team.
• Proficient in Microsoft Office suite, Google suite, room diagram software, conference/housing management software (e.g. StarRez).
• Excellent customer service skills
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications 

• Residential conference planning and/or operations experience.

Salary & Benefits

This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid hourly and eligible for UC Benefits. 

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. 

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $33.41 - $38.51.

How to Apply

• To apply, please submit your resume and cover letter.

Driving Required

• A valid driver's license and DMV check for driving record is required.

Other Information

• This is not a visa opportunity.
• This position is eligible for a hybrid schedule. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change. 

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities.  Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities.  The University reserves the right to make employment contingent upon successful completion of the background check.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Equal Employment Opportunity

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, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.

The University of California's Affirmative action policy.

The University of California's Anti-Discrimination policy.