Job Requisition Number: 24853. Residential and Student Services Programs (RSSP) is part of the Division of Student Affairs under the direction of an Associate Vice Chancellor. RSSP provides and manages student housing, custodial and maintenance services, security/safety, capital renewal projects, residential education programs, 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/events business and manages faculty apartments. RSSP's annual revenue exceeds $160,000,000 and the department employs over 2500 career, limited, contract and student employees creating a 'culture of care' for students, guests, customers and stakeholders.
This position is part of the Housing, Events and Facilities unit in RSSP which manages over 3 million square feet across 150 buildings, houses over 10,000 residents (including undergraduate/graduate students, faculty and staff) and generates over $120,000,000 in revenue. The unit is also responsible for the oversight of campus Recreational Sports facilities operations (centers, pools, fields, marina space, etc) adding in 300,000 square feet and a $2,800,000 budget. H & FS provides clean, safe, code compliant facilities, efficient response to concerns, a high quality experience and focus on customer service. New net revenue generation is a critical responsibility for this unit which is achieved through innovation, reputation, service delivery and client experience.
During the summer months when the housing facilities are vacant, this department is responsible for filling the beds in the residential complexes (approximately 6,800 bed spaces) with a variety of programs, events, and meetings to utilize the space/services as well as generate revenue that assists with the overall financial well-being of the department. The sales team operates as a “one stop shop” for guests by selling affordable accommodations, dining services, catering services, meeting space and computer labs to groups. In addition, this unit is responsible for coordinating conference activities and billing for all services provided.
Year-round, Events & Conferences is responsible for selling various catering and event coordination services to the campus and external clients. This department is also responsible for selling venue spaces at Clark Kerr Conference Center, California Memorial Stadium, as well as coordinating event logistics such as audio-visual, parking, rentals, etc.
Annual gross income from these activities is approximately $15M, with much of the revenue being used to offset academic year student room/board rates and help put funding towards facility improvements.
The primary purpose of the Office Manager position is year-round proactive management of the sales department’s administrative and general operations so sales associates and coordinators can focus on bringing in business and pursuing leads. This position is responsible for creating systems and structures that fully support sales efforts in an efficient and effective manner. The Office Manager will guide and oversee the daily work of an Administrative Assistant III and a small team of student assistants, who provide financial and general administrative support respectively. This position will work closely with the Director for overseeing day-to-day operations, ensuring that financial targets and specific KPIs are properly captured.
Administrative Support / Office Management
•Provides comprehensive administrative support for the department (11 FTE), including budgetary financial management, human resources, IT, and space allocation. •Ensures smooth flow of operations for a fast paced, complex sales department •Develops and updates departmental standard operating procedures and creates new policies to maximize efficiency. •Manages all office related administrative projects. •Maintains appearance of office and ensures that office is presentable at all times. •Responsible for coordination of all office moves, including working with space planners and vendors •Works with department management to update/review/revise website •Holder of P card, Event Planner Card, and vehicle fuel card for the department •Serves as Department’s safety coordinator •Prepares and/or transcribes correspondences, spreadsheets, presentations, flyers, announcements, internal forms and documents, and other written materials for department management team •Drafts complex and routine correspondence for signatures •Proofs and edits contracts, BEOs, and invoices for format, spelling, grammar, punctuation, and content •Ensures daily pick-up and distribution of mail •Sorts and answers departmental emails, and redirects as appropriate •Manages and maintains multiple event calendars •Responsible for managing, updating, and maintaining comprehensive office filing and tracking systems •Creates and maintains all departmental email lists, addresses, and ensures they are properly set up •Maintains and manages access cards, keys, vehicles, and equipment, including timely communication of activation, deactivation, lost keys, etc. •Prepares travel arrangements and reimbursements for travel •Ensures timely submission of reimbursement requests to appropriate group for processing •Completes requisition for conferences, tradeshows, and events, arranges for travel accommodations including air, hotel, ground transportation. Compiles and assembles documentation and obtains authorizations when necessary. Collects and prepares all documentation required to process reimbursements •Plans, schedules, and coordinates department meetings and retreats •Develops meeting materials, coordinates all meeting logistics •Makes recommendations to Director to maximize departmental efficiencies , and implements the decided upon course of actions •Independently resolves any operational problems and reports outcome to Director. •Coordinates purchases for sales staff or departmental-wide projects. Anticipates purchasing cycles and needs; ensures complete and timely purchases •Serve as department’s procurement liaison •Understands the department’s goals and priorities and uses independent judgment to triage a broad range of issues including deciding upon course of action •Ordering meal cards, red cards and parking permits for Summer Conferences.
Financial Management •Monitors departmental cost center reports •Reconciles discrepancies and resolves differences in the cost center report •Prepares purchase orders •Researches payables and receivables and follows up on payment of outstanding invoices and reimbursements •Prepares, processes, tracks and reports on all financial transactions for the department •Prepares, processes, and manages BluCard and Event Planner Card reconciliations •Uses BFS to prepare, process, and track invoices, purchase requisitions, and authorizations, as well as supplies and equipment expenses. •Uses entertainment and travel systems to process reimbursements •Audits vendor invoices and ensures prompt payments of invoices and reimbursements •Reconciles general ledger against BAIRS, BFS data, and vendor invoices •Ensures that charges match the approved operating budget •Researches and resolves discrepancies, making corrections as necessary •Ensures that accounts/funds balance and that back-up documents are properly maintained •Reconciles distribution of payroll expense with monthly payroll •Tracks departmental expenses and provides summaries of accounts as requested •Monitors budget and provides recommendation to Director as necessary
Analytical / Project Management •Researches, compiles, and prepares monthly reports extracting data from large and complex software systems (e.g. BAIRS, BFS, Kx, StarRez) •Manages projects that are often sensitive, confidential, or a complex nature and/or time critical, and will frequently require initiative in gathering, assembling and analyzing information, and determining appropriate response to certain issues •Tracks, and manages complex action items for the department; supports and assists with the coordination of communications flow within the department and with other partners •Independently and creatively develops solutions within conference software (Kx) to maximize efficiencies for the department •Works closely with other departments (IT, Finance, Housing) to maintain and update changes with Kx •Performs analysis as requested, such as conference guest parking needs, event survey analysis, summer conference revenue distributions, bedroom space use, inquiry trends, etc. •Creates, updates, and maintains Standard Operating Procedures (SOPs) for operations within the sales office.
Personnel / Human Resources
•Works with appropriate campus departments to process all paperwork necessary to hire new employees, extend appointments, provides funding sources, separations, etc. •Prepares personnel actions for career, contract, and student staff •On-board new staff and coordinate timely pre-employment process for all new hires •Responsible for all record keeping related to on-site personnel files •Coordinates interview and training process for all staff •Coordinates all staff recruitment processes, prepares job descriptions and advertisements, works with Human Resources and to ensure proper ad placement •Responsible for all aspects of student assistant recruitment and hiring process, including but not limited to work-study referrals, hiring tickets, etc. •Directly supervises a small team of students and Administrative Assistant.•Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management. •Thorough knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees. •Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. •Knowledge of common University-specific computer application programs. •Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. •Strong skills in short term planning, analysis and problem-solving and customer service. •Outstanding organizational, planning, project management, and interpersonal skills •Advanced word processing, spreadsheet, database, powerpoint skills •Must be able to exercise good judgment in decision making •Must be detail-oriented •Must be able to work independently as well as be an integral member of a team-oriented office •Must be able to handle the coordination or multiple events/tasks and prioritize work •Ability to maintain confidentiality •Ability to successfully function in a complex environment •Demonstrated strong written, editing, and verbal communications skills, with excellent interpersonal skills •Ability to prioritize and deal with last minute urgent requests •Bachelors degree in related area and/or equivalent experience/training
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