Lead Coordinator of Conference Services & Marketing

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 HR