Assistant Director for Guest Relations, Housing and Residential Life
The Assistant Director for Guest Relations will provide leadership, direction, and coordination of overnight accommodations for guests, camps, and conference housing. In addition, this position is responsible for isolation and quarantine housing. This position will work with departments across campus as well as external stakeholders that need housing accommodation for various camps, conferences, and events. This position will be responsible for the growth and development of the summer housing program to increase revenue and service provided for the department. This position includes an intense 12-week summer cycle and requires the ability to adjust to a flexible work schedule and a willingness to go the extra mile, especially during the mid-May through mid-August summer conference season. This includes the need to work weekends, holidays, and after-hours during this time.
Camps and Conference Housing
Provide leadership, direction and coordination of the Conference Housing services during the summer, this includes logistics, contracts/agreements, scheduling, check-in/check-out and billing; serve as primary contact for all group sponsors desiring on-campus housing arrangements; oversight of facility reservations, facility preparation, facility turnover, the check-in/check-out process, keys and card access, billing/account reconciliation, and payment verification; create and maintain financial statements; design reports for various stakeholders; analyze, evaluate, correct, adjust, and amend the conference management software system each year; train staff on software usage; coordinate cleaning and facility concerns before and after guests; works with Director of Facilities and Director of Residence Life to determine facility availability each year; coordinate building renovations and maintenance with summer guest calendar; interpret and enforce department and university policies and procedures; address conduct issues and policy violations for guests involved in both University and housing policies; hire, train, and supervise 2 interns and 14-20 student staff (Conference Assistants) for summer program; train and supervise 3-5 full time Conference Managers (Resident Directors) during the summer; manage desk operations; and maintain, organize, inventory and order supplies.
Guest Relations for (Isolation/Quarantine)
Manage the overall management of students in isolation/quarantine on campus and university-controlled facilities; notify students when there are identified as needing to isolate/quarantine as well as when they are released; purchase COVID Items and materials & Track COVID Expenses; utilize StarRez for assignments tracking of residents and guests. 4. Coordinate check in/check out process; collaborate with campus COVID support team (SOS, UHS and Contact Tracing) (i.e., verify information and confirm if students are residential and non-residential); coordinate transportation; audit COVID dashboard daily; coordinate meal delivery and supervise volunteers; plan student engagement/programs via Zoom 2-3 times a week for students; track supplies distributed to residents; utilize Maxient for updating case notes for residents who are in quarantine and/or isolation; oversight of facility reservations, facility preparation, facility turnover, the check-in/check-out process, keys and card access, billing/account reconciliation, and payment verification.
Provide leadership, direction, and coordination of guests (university affiliated guests and nonresidential students) during the academic year. (i.e., emergency and home insecurity; transition housing between semester). This includes logistics, contracts/agreements, scheduling check-in/check-out and billing; serve as primary contact to campus partners (i.e., SOS, WAGE, and/or Title IX); oversight of facility reservations, facility preparation, facility turnover, the check-in/check-out process, keys and card access; coordinate cleaning and facility concerns before and after guests; maintain, organize, inventory and order supplies; and coordinate overflow housing at university controlled off-site locations.
Participate in the on-call rotation with other department leaders throughout the year, including summer and major holidays; primary person on call during the months of May, June and July; coordinate campus tours for perspective students, parents, or other stakeholders; coordinate all conference rooms/classroom/meeting spaces room reservations within 10 residence halls; and assist department with various projects throughout the academic year including but not limited to; operation move in, recruitment events, tours, early arrivals, late departures, transition housing, winter break stay over requests, appeals, residency exceptions, etc.
Evaluate satisfaction and effectiveness of camps and conferences program; market and recruit camps during off season (September-March); and maintain and update Standard Operating Procedures.
The ideal candidate will possess the following:
- Knowledge of or the ability to learn department and university policies and procedures.
- Excellent ability to handled high-volume administrative tasks in a timely manner.
- Ability to work within a collaborative environment and with diverse populations.
- Ability to communicate effectively in both oral and written form.
- Ability to exercise sound judgment in making decisions.
- Advanced skills in computer/software design and setup is required.
- Strong communication, organization and customer service skills required.
Review of applications will begin on June 6th and continue until the position is filled. Applications received by this date will receive priority consideration.
Bachelor’ Degree; must have 3 to 5 years of housing, residence life, student affairs, business, communication, event planning, or related field experience; and must have supervisory experience.
Master’s Degree; working knowledge of summer conferences and assignments; experience working in event planning/management; experience collaborating within and between departments; experience working with college faculty/staff; and knowledge of StarRez or similar housing software.
The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.
Assistant Director for Guest Relations, Housing and Residential Life
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