Assistant Department Lead, Conference, Marketing, and Commercial Services - Administrative Analyst/Specialist Exempt II (505807)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Nov 13, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Community Relations or PR and Marketing

Job Description

Description:

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,693.00/month to $6,500.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Reporting to the Associate Director, Housing Operations and Commercial Services, the Assistant Department Lead for Conference, Marketing and Commercial Services administers and oversees the Conference Housing Program, a comprehensive program providing summer and academic year student, conference group and guest housing services to approximately 2,000 to 3,000 individuals annually. Working independently under limited supervision, this position also leads functional areas within the department that include the student mailroom, commercial services, and university facility rentals.

Responsibilities

Oversight of Conference Housing Program and Student Mailroom
  • Develops and leads Conference and Marketing coordination in the oversight of the academic year and summer Conference Housing Program to include the guest housing and conference groups on a program-wide basis.
  • Develops and revises the Housing contract to ensure it is compliant with Landlord Tenant and Chancellor Office requirements.
  • Oversees the negotiation process of contracts and scheduling of guest rooms, meeting spaces and other housing facilities for 30 to 50 summer programs and academic year groups.
  • Strategically works with campus partners to engage the larger campus in the development of a conference marketing plan, pursues prospects on a community, state, regional, national and international basis; oversees the development of proposals and bids for securing conferences, camps and events, and oversees the development of marketing and advertising activities.
  • Works directly with multiple areas within Housing and campus departments including FD&O and Pioneer Dining to oversee and ensure the fulfillment of contract requirements.
  • Oversees and advises on the recruiting process for student staff members.
  • Ensures that the appropriate and required logistics, resources and budgets are developed and implemented in order to deliver contracted services.
  • Strategically engages in ways to address problems to support the Conference and Marketing coordinator that arise with conference groups and individual guests.
  • Conducts and oversees long range planning exercises and ensures financial targets are being met. Applies creative problem solving and ingenuity to resolve issues.
  • Remains accessible and able to support and lead the Conference and Marketing coordinator in person or otherwise, to urgent or emergency situations that arise on weekends and in evenings.
  • Develops requirements and outcomes for the Conference Review membership that assists in guiding policy, procedures and regulations for the Conference Housing program.
  • Strategically looks at ways to streamline processes and customer experience through the Conference Database system.
  • Works with campus partners to ensure collection and processing of payments from guests and conferences groups, using online payments are compliant with campus and Chancellor Office requirements.

Administration of Marketing Program
  • Develops and oversees marketing campaigns for Housing and Commercial Service programs.
  • Researches trends for campus housing programs and develops strategies to keep Housing and Commercial service programs relevant with customer base.
  • Develops department wide marketing calendar that compliments the process calendar and highlights opportunities to showcase the department.
  • Works closely with University communications and marketing department to ensure that events, activities, and major milestones are captured for publication.
  • Works closely with campus partners on outreach events and develop ways to promote Housing and Commercial Service programs.

Administration of Commercial Services Program
  • Oversees commercial service activities that include vendor permitting, commercial service contracts, and university facility rental programs.
  • Oversees the request for proposals for all commercial service contracts and works with procurement to develop contracts.
  • Meets with commercial service contract representatives on a regular basis to discuss performance and opportunities.
  • Oversees pricing, process, and policy for campus facility rentals.

Budget Administration
  • Administers a $1.2 million annual budget. Prepares, analyzes, and reports annual budget of operating expenses and equipment, and projects income for the Conference Housing Program and Commercial Services areas.
  • Establishes summer conferences rates with Conference Coordinator to determine feasibility of program.
  • Works with Pioneer Dining to determine summer guest meals rates and summer meal plans.
  • Tracks, deposits, and reconciles dining commission for all campus departments receiving dining commission.
  • Compiles and analyzes conference financial data to prepare financial reports, revenue and expense projections and make appropriate recommendations.
  • Maintains documentation related to conference billing. Assists in resolving billing disputes or refund issues.
  • Reviews program budget to monitor for variances and/or overages.
  • Completes UBIT and other reporting requirements for University, Chancellor Office, County, and State.

Liaison/ Committee Work
  • Meets with Student Groups to ensure needs are being met by Housing and Commercial programs.
  • Develops liaison relationships with other University departments to coordinate efforts where appropriate.
  • Serves on University committees as appropriate
  • Participates on Housing departmental task forces and committees as designated

Other duties and Support Functions
  • Serves as emergency back-up for other functional areas as needed (business services, conference, mailroom etc.)
  • Assists in documentation functional area policies and procedures and trains department staff in their implementation.
  • Assists with all aspects of transition, opening and closing periods as needed.
  • Responds to routine requests for information
  • Refers specific questions and/or problems to appropriate university and department personnel
  • Performs other duties as assigned.

Required Qualifications
  • Excellent customer service skills
  • Ability to lead and provide direction and training to student staff
  • Detail-oriented and excellent organizational skills
  • Outstanding communication skills, both verbal and written
  • Ability to multitask, prioritize, and work under pressure and manage high volume work
  • Ability to adapt to the changing needs of the department
  • Basic understanding of conference services, marketing practices, and mailroom operations
  • Ability to work effectively with conference group leads
  • Computer literacy, including G-suite, Microsoft Office, Zoom/video chat, and departmental and campus software
  • Strong sense of discretion and professionalism
  • Problem-solving skills
  • Balance a student-centered approach with the operational needs of the department
  • High motivation and ability to work well without high-level of supervision
  • Ability to create effective working relationships in a diverse community
  • Ability to work evenings and weekends, as needed
  • Valid Drivers License

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Skills and Knowledge
  • Experience working in higher education housing and residential life
  • Experience providing lead work direction/supervision to staff
  • Procurement experience
  • At least one year of experience working with college-aged students in a diverse community
  • At least one year of experience supervising desk operations or customer service initiatives

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map