Summer Guest Coordinator

Position: Summer Guest Coordinator

Location: University of Portland Campus 

Department: Conferences

Apply: https://uportland.peopleadmin.com/postings/1753

Position Summary:

The Summer Guest Services Coordinator are integral to the daily management, leadership, and operations of camps and conferences at the University of Portland.  They will be the first call for the summer assistants assisting with identifying the appropriate point of contact to resolve various needs They assist with conference preparations, facilities management, peer leadership and support, administrative tasks, and guest relations. This position is designed to provide opportunities to hone customer service skills, team development, and program administration and execution.

Job Responsibilities: The Guest Services Coordinator primarily liaises with summer conference guests. Directly responsible for the following duties:

• Assisting with guest check-ins/outs
• Preparing arrival packets, including keys, room assignments, and room inspections
• Providing consistent and accurate reporting of all room status, key collection, and pertinent staffing updates
• Directly oversee 12 - 14 Summer Conferences Assistants, ensuring all day/evening coverage.
• Shared responsibility for work-issued phones, allowing guests to contact 24/7.
• Assist with facilitating weekly staff meetings and development exercises.
• Other duties as assigned.

 Required Dates:

• Coordinator Training: May 29 – May 30
• Assistant Training: Monday, June 3 – Wednesday, June 5 – Timing TBD
• Consistent availability from Monday, June 3 – Friday, August 9
• Weekly meetings: Tuesdays from June 4 – August 6
• Summer Conferences begin in mid-June and run through early August. There are required work weeks before conferences begin and after they end.
• Required work during Federal Holidays.

The standard weekly schedule may vary depending on guest conference schedules. Most weeks, this hourly position will work between 20-25 hours.

The Summer Coordinator must ensure their shift is covered for any dates they will be out of the office. All vacation requests must be approved.

Requirements:

• Must be available to work each of the aforementioned dates.
• Must be able to respond to guest calls outside of standard business hours. Responsibility for this will be shared between team members.
• Must be able to stoop, bend, lift up to 30 lbs., climb and descend stairs unassisted.
• Must have strong computer skills, including, but not limited to, Outlook, Word, Excel, and PowerPoint.
• Must be able to establish and maintain professional and collaborative working relationships with both internal and external contacts.
• Must maintain a professional presence at all times, including behavior and attire.
• Must possess a valid driver’s license and successfully complete the UP HR driver’s safety training.

COMPENSATION

• $20/hour (on-call duty hours paid when actively addressing issues).
• Summer housing in a room in the designated summer residence hall at no cost. 
• Meals are provided in the Commons while summer groups are on campus. A schedule will be provided.

Supplemental Questions - Applicants must address each of the statements below to be considered for this role:

• Do you have prior supervisory experience? Please share what behaviors you utilized to ensure your team was successful and collaborative.
• Are you available to work on each of the dates mentioned under the “dates” section of the job description? Please share any vacation dates you have planned.
• Describe a time when you had to collaborate closely with a peer who held the same position as you, particularly in a high-stress environment. How did you ensure effective communication and cooperation? Additionally, how did you handle conflicts or disagreements that arose during this collaboration?
• If you were selected for this position, how would you use your skills and experience to contribute to supporting diversity, equity, and inclusion in this position at the University of Portland

References: Please provide two references for individuals who might attest to your supervisory experience, work ethic, and reliability. Please attach reference contact information to your supplemental questions.