Join our Hoospitality Team
Event Operations Manager
Conferences@UVA is seeking an energetic and organized Event Operations Coordinator to join our team. During the summer months, UVA hosts thousands of visitors in our residence halls. The Event Operations Manager will work with Conferences@UVA leadership to coordinate and execute the day-to-day operations for approximately 100 summer residential programs and will support other University-hosted events during the academic year as needed. The successful candidate will also assist in directing and supporting a team of student staff and managing conference-related deliverables with on-Grounds service partners.
The successful candidate is adaptable and nimble in the landscape of ever-changing events and must be a problem solver. They have excellent interpersonal skills, prioritizing quality customer service to clients.
This is a full-time, exempt position with benefits. The Event Operations Manager will be required to work a flexible schedule during the 12-week summer season (mid-May through mid-August) that includes some weekends, evenings, and holidays.
Responsibilities
Responsibilities include (but are not limited to):
- Oversight and management of reservations and operational logistics for marquee summer conference programs with individual online reservations (e.g. Graduation Weekend, Reunions, etc.)
- Responding as the primary contact to inquiries in the Conferences@UVA house email account
- Recruiting, hiring, onboarding, training, and supervising a team of approximately 25 student staff members
- Developing and implementing efficiencies and processes for managing the operations of a portfolio of over 100 summer conference groups
- Collaborating with business partners and the Housing & Residence Life team to coordinate the transition of academic year residential spaces to summer conferences spaces
- Maintaining accurate program-related records for billing purposes
- Creating reports in StarRez to be used for strategic planning and assessment
Qualifications
Bachelor's degree required, At least 3 years of relevant professional experience may be considered in lieu of a degree.
The successful applicant has:
- Ability to prioritize and manage multiple projects at the same time
- Strong communication and customer service skills
- Strong organizational skills and attention to detail
- Proficiency with Microsoft Office suite of programs (Word, Excel, PowerPoint and Outlook)
- Ease using technology, quick to learn new software and database programs
- Demonstrated ability in learning new skills and developing professionally
- Ability to work effectively both independently and as part of a team, providing direct support to senior professionals and completing tasks without immediate supervision
- Understanding of and ability to practice discretion
- Interest in supporting our mission to engage and support students in the discovery and pursuit of meaningful lives
- Demonstrated commitment to diversity, equity, inclusion, and belonging
All interested applicants are encouraged to apply to posting #R0066152 at jobs.virginia.edu. This posting also contains additional information about the position.
This position is open until filled, but to assure full consideration, candidates are encouraged to have complete applications by November 11, 2024.
Student Staff
Conference Supervisor
Conferences@UVA is seeking up energetic and organized UVA undergraduates to join our team as Conference Operations Supervisors (CS). During the summer months, UVA hosts thousands of visitors in our residence halls. CSs will assist with planning for the upcoming 2025 summer conference season and serve as conference experts for an assigned group of summer conference programs, providing exceptional customer service and tasks including client communications, coordinating event logistics, and information management.
CSs will also assist in the recruitment, hiring, and training of our summer student team, which they will lead, motivate, and supervise throughout the summer. This position is not strictly an office role, but will require time spent outside in our residential areas.
Hours for the position wil average 8-10 hours per week during the Spring 2025 semester, beginning on Monday, January 27, 2025. From Saturday, May 10-Friday August 10, 2025, hours will average between 25-30 per week. CSs must be able to commit to a flexible work schedule that includes some weekends, evenings, and possible holidays; and to participate in mandatory training on Saturday, May 10 and Monday, May 12, 2025.
Responsibilities
Information Management - 25%
- Manage information in StarRez housing software (training will be provided), ensuring accurate guest data entry and continued maintenance of accurate client records for billing purposes.
- Communicate with clients to ensure timely receipt of rosters, guarantees and other documentation.
- Work with service partners to ensure dining needs and special requests are met, and facilities issues are addressed.
Operations and Supervision - 55%
- Supervise conference staff in preparing for conference group arrivals and departures.
- Obtain and print rosters, labels, signage, and other program-related materials.
- Manage linen inventory and lead and participate in its distribution as events require it.
- Schedule, oversee, and participate in building inspections prior to and post conferences.
- Organize staff transportation to and from check-in/out locations.
- Coach, mentor, motivate, and support Conference Assistants in daily activities through example by active participation.
- Participate in the summer staff hiring process by recruiting candidates, reviewing applications, interviewing and selection. Assist in the development and delivery of team member training.
- Understand, comply with, and uphold University and Conferences@UVA operating procedures, policies, and philosophies.
- Participate in regular planning meetings with the leadership team and full team.
- Other duties as assigned.
Customer Service - 20%
- Serve as a conference expert for an assigned number of summer conference programs, working in tandem with professional staff to provide exceptional customer service to clients and guests, and ensuring proper record keeping of bed-nights and services for billing purposes.
- Address client issues and concerns, and problem-solving as needed.
- Work with assigned clients to obtain event details and ensure the successful execution of their programs through clear communication and delegation to team members.
All interested applicants are encouraged to apply to the posting at app.joinhhandshake.com. This posting also contains additional information about the position.