Conference Services Coordinator - Term Position

Posting Details

Requisition Information

Open Date 11/28/2017
Close Date 12/12/2017

Classification Information

Classification Title Conference Services Coordinator - Term Position
Division Facilities Management
Department Conference Services
FLSA Status Non-Exempt Hourly
Career/Pay Band NE8
Work Schedule 9 month
If Other, specify months January - October
Full Time vs Part Time Full Time
Appointment Term
If Term, specify number of years 2018
Primary Function

Assist in managing and coordinating Conference Services and supervising summer office staff (4) and coordinating with custodians (4)

Typical Duties & Responsibilities

Typical Duties & Responsibilities:
• Work with the Conference Services and Events Facility Manager to plan and manage the 2018 conference season; assist in selecting, training and supervising the staff hired for the summer.
• Use judgment and problem-solving skills to promote guest satisfaction for directors of 40 programs with over 2,000 conferees and $1.3 million in revenue.
• Assist in customer service training for summer staff, coaching them as needed throughout the summer
• Coordinate the office staff schedule to provide service 7 days a week including 24/7 on-call time during June and July.
• Work with summer custodians to coordinate cleaning and linen service to campus residence halls and buildings.
• Conduct inspections of campus event facilities; train summer staff to do the same, keeping accurate records and placing necessary work orders. • Work as liaison between program directors and Facilities Management (all summer program work orders come through conference services).
• Prepare and send room rosters, housekeeping lists, prox and meal card activation lists, and conference detail lists for campus departments including police, telecom, Sewanee dining, ITS, Facilities Management, the Bishop’s Common information desk, and program directors.
• Coordinate the preparation of key and prox card packets for each program.
• Coordinate the inspection of each residence hall prior to guest arrival; train summer staff to do the same. • Coordinate inventory and maintenance of conference warehouse space
• Act as liaison with Sewanee Dining, sharing meal counts, reporting lost cards, and counting guest meal cards; train student staff to do the same. • Work weekends as required.

Judgment Required Performance of the essential duties of this position is dependent upon independent ingenuity and developmental efforts.
Budgetary Responsibility Monitors expenditures against budget; prepares budget data for review/approval by supervisor/department head.
Machines & Equipment Used

University vehicles: GEM car and University cars and vans

Job Specifications/Position Qualifications (minimum)


High School Diploma; additional education helpful but not required


Minimum of three years experience dealing with the public in service-related environments

Job Related Skills

Excellent written and verbal skills
Customer service training
Experience with Excel and Google Drive; web page maintenance helpful but not required


Driver’s License

Personal Interaction/Communications

Student Contact

Work closely with four full-time students each summer


Students, faculty, program directors, administrators, staff


Program directors, conference participants, service providers, visitors

Supervisory Responsibility

Supervision Received This position works with considerable independence and self-direction. Only general direction and scope of the work to be accomplished are discussed with supervisor.
Positions Directly Supervised

Four student workers; four student custodians

Positions Indirectly Supervised


Confidential Information

Confidential Information

Related personnel, guest, and conference information

Work Environment

Working Environment

Office and campus environment that is fast-paced and detail intense.

University Employment Information

University Information

The University of the South comprises a well-regarded College of Liberal Arts and Sciences and a distinguished School of Theology. It is an institution of the Episcopal Church that welcomes individuals of all backgrounds. The University is located on a striking, 13,000-acre campus on Tennessee’s Cumberland Plateau.

EEO Statement

The University of the South is an equal opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.

Employment Prescreening Eligibility for employment is contingent upon successful prescreening
Non-Discrimination Statement

The University of the South’s policy against discrimination, harassment, sexual misconduct, and retaliation is consistent with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, 34 CFR Part 106, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973 and 34 CFR 104.7, the Age Discrimination Act of 1975, the Age Discrimination in Employment Act of 1967, and the Genetic Information Non-Discrimination Act of 2008. In addition to contacting the Title IX Coordinator, who is the compliance coordinator, persons with inquiries regarding the application of Title IX and 34 CFR Part 106 may contact the Regional Civil Rights Director, U.S. Department of Education, Office for Civil Rights, Region IV, 61 Forsyth Street S.W., Suite 19T70, Atlanta, Georgia 30303.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents
Optional Documents
  1. Resume
  2. Cover Letter