Division of Student Affairs

Administrative Analyst/Specialist - Exempt II

RESPONSIBILITIES & DUTIES:

Summer Conference: Provides comprehensive administrative coordination and oversight of lodging and associated services for clients of the CSUCI Conference program, contracted through University Events (UE) and internal groups that collaborate directly with Housing & Residential Education (HRE). Provides exemplary customer service and responsiveness for conference guests and all stakeholders. Coordinates housing site visits for internal and external conference clients during the academic year. Facilitates housing arrangements requested by UE, resolves problems, tracks occupancy and housing-related services for conference guests. Reconciles occupancy, purchasing, and financial records and produces invoices, charge and billing documentation, and oversees all reconciliation. Develops and implements operational practices and procedures related to the Conference program. Prepares and revises internal guest contracts. Works closely with UE and internal clients to manage all client-related services, including, but not limited to, reserving occupancy, common spaces, and meeting rooms. Ensures timely and effective preparation for group arrival. Coordinates, prioritizes, and monitors staff assignments and projects through completion. Oversee housing occupancy to ensure capacity limits are maintained, while making necessary adjustments to accommodate facility disruptions and staying flexible for any required changes. Ensures an organized and effective check-in process for conference guests. Oversees and implements, linen services, housekeeping, 24/7 desk operations, and key distribution and issues for conference guests. Coordinates hiring summer staff, including temporary staff, lead student employees, and student employees, to support conference operations during the summer term. Oversees, directs, evaluates, and recommend or implement performance action for student employees, summer interns (temporary employees), and any emergency hire conference staff. Develops extensive online and in-person training content to meet the program’s objectives. Provides occupancy information and charge-back data to UE following guest check-in/out. Ensures HRE operating and personnel expenses align with the allocated budget, requests budget adjustments when necessary, and completes any required paperwork. Prepares financial analyses with reliable recommendations for the conference program. Evaluate operations and provide data and reports related to conference operations. Coordinates all occupancy and billing processes for guests during the academic year. Develops implements, and maintains systematic inventory management for conference linen and cleaning supplies, including identifying and resolving projected inventory gaps based on guest volume.

Marketing: Develops department promotional brochures and implements marketing for HRE, including website design, marketing campaigns and materials, digital signage, promotional items, and social media communication. Creates marketing and tour videos, updates virtual tours, and coordinates photoshoots of housing spaces. Provides day-to-day oversight of academic year student assistants supporting marketing, social media, tours, and academic year conference functions. Prepares and provides presentations, answers questions, and represents HRE at University and student recruiting events. Oversee and provide content for the HRE TVs/promotional screens and ensure approved marketing requests and emergency communication is broadcast through virtual communications as needed. Monitors, creates content, and updates HRE’s website. Compiles monthly analysis and report of social media engagement and adjusts content delivery or timing accordingly. Works closely with the Admissions & Recruitment office at CSUCI to support HRE marketing and housing tours for prospective students. Creates FAQs and how-to guides and videos for prospective students, supporters, and all stakeholders as needed. Coordinates logistics and prepares marketing and materials, such as signage, brochures, and tour routes, for HRE’s participation at university events, such as Admission’s sponsored Preview Days, and Admitted Dolphin Day, Recruits and trains student staff and volunteers to serve as housing tour guides for recruitment events. Creates and updates promotional communiqués intended for new students and returning residents.

Prepares reports, analyses, evaluations, and proposals as requested from the Director of Housing Services & Operations, the Senior Director of Housing & Residential Education, or the AVP and Dean of Students for Student Life and Support Programs. Forms working relationships with clients, vendors, and University personnel. Contributes to the overall success of HRE as an active member of the team while performing other duties as needed in support of the department's purpose and the University’s mission. Serves on divisional or campus-wide committees as assigned. Performs other related duties as assigned.

REQUIREMENTS OF POSITION:

Bachelor’s degree in a job-related field required. At least three years of full-time, progressively responsible administrative, conference, hospitality, and/or marketing experience required. Degree requirements may be substituted with an equivalent combination of education, training, and experience. Two or more years’ experience coordinating administrative functions for a university conference program, student housing, or hotel is preferred. Strong ability to build relationships within organizations and institutions. Ability to work in a high-volume, fast-paced environment. Must have full functional knowledge of and skill in standard office procedures and practices, as well as an ability to use and quickly learn new office support technology systems and software packages. Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices; ability to establish and maintain a working relationship with others within and outside the work group. Ability to learn and interpret independently and apply a variety of complex policies and procedures. Ability to use judgment and discretion to act independently when precedents do not exist. Ability to anticipate potential service problems and design solutions. Must be organized and follow directions with minimal supervision and handle multiple tasks with consistent interruptions. Must always maintain the confidentiality of student and client information. Must have excellent customer service, interpersonal, written, and verbal communication skills. Must be able to communicate effectively with a diverse population of students, faculty, staff, and the community. Must be proficient in Excel, Word, and accurate in data maintenance. Experience with PeopleSoft, Canvas, GoogleDocs, social media analytics, website editing, graphic design software, and StarRez is preferred. Assessment, evaluation, and statistical knowledge is preferred. Experience with computer design software is preferred. The ideal applicant should be an effective communicator with experience coordinating internal and external resources to deliver a high-quality guest experience

Work hours are typically limited to normal office hours, but evening and week-end hours, particularly in the summer, are required. Equipment used in the performance of this assignment includes a computer with MS windows operating system, printers, copy machines, artistic tools, golf carts, and motor vehicles. This position requires moving from one office location to another and to a variety of outdoor locations. May be required to lift loads of up to 40 lbs.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.

Hiring Salary: $5,537 per month