This position effectively oversees and manages the four below mentioned areas, which include: room reservations for all campus rooms, and the training and support of the room reservation process; issue contracts with external clients and verify certificates of liability are on file; oversee all revenue collections and payments to external vendors; produce auditing reports; manage the overnight guest unit reservations and operations; provide technical and administrative support to the department; liaise with other campus departments and systems; steps in to help with event management when needed, especially with very technical audio/visual needs; supervise four direct reports
Bachelor’s degree and a minimum of three years prior experience in event management related activities. At least 1 year of previous supervisory experience. Must be able to multi-task and work under tight deadlines. Must be able to handle difficult or demanding personalities
Position Information Requisition Number 2017-1251Staff Job Title Manager, Reservations & Business Operations Job Location Main Campus - Hilltop Salary Type Exempt Minimum Hire-In Rate (for OPE positions only) Job Type Full-Time Union Type Non Union Travel Up to 25% Work Environment Office Job Summary Reporting directly to the Director of Events Management & Guest Services Department, the Manager, Reservations & Business Operations, oversees and is responsible for all university room reservations via EMS software; accounts payables & receivables; reservations and operations for the overnight Loyola Village guest units; and office administration, systems, and policies and procedures. This position effectively oversees and manages the four below mentioned areas, which include: room reservations for all campus rooms, and the training and support of the room reservation process; issue contracts with external clients and verify certificates of liability are on file; oversee all revenue collections and payments to external vendors; produce auditing reports; manage the overnight guest unit reservations and operations; provide technical and administrative support to the department; liaise with other campus departments and systems; steps in to help with event management when needed, especially with very technical audio/visual needs; supervise four direct reports. This is a highly collaborative position that requires strong communication skills and extensive contract with department staff, the general public, and interacts heavily with students, faculty, and staff of the University. Job Responsibilities Reservations • Through EMS , manage the university event/meeting room reservation process of 450 campus rooms and schedule auxiliary services—parking, audio/visual, room access—associated with meetings. • Deliver on-going training workshops and support to 1,500 EMS users, including offering a weekly training for approximately five new hires. • Ensure EMS system is optimized and USF faculty/staff/student’s access credentials are maintained; keep EMS rooms, priority bookings, users, access, reports, and data current. • Ensure EMS is functioning for the campus and report and monitor bugs. Investigate and troubleshoot upgrades and improvements in conjunction with ITS , and escalate issues and make suggestions to vendor when necessary. • Act as a bridge for smooth communication for spaces that involve special approvals from local departments (e.g., Athletics, St. Ignatius Church, Gleeson Library). • Field inquiries and send facility rental contracts to external clients and tabling vendors and ensure all paperwork and payments have been submitted. • Allocate workloads evenly by assigning events to Event Managers. Accounting • Supervise one Accounting Intern and the flow of $3.4M event-related charges; manage and monitor department’s financial transactions by tracking income and expenses. • Accounts Receivable - produce internal transfer of funds, process checks, and record credit card payments in CashNet. • Accounts Payable - Supervise the processing of invoices from external vendors in Concur. • Assure compliance with University fiscal policies, procedures, and audit requirements in conjunction with Accounting & Business Services. • Approve EPAFs and payroll for approximately ten student DJs and Photographers outside of dept. • Produce bi-weekly accounting status reports of the department. • Record $40K in flexi donation payments for student organization events. • Assist the Director in developing annual budgets and revenue and expense projections and trends. • Engage with other Budget Managers and attend the Budget & Operations meetings. Loyola Village Guest Units • Manage and schedule the overnight units for guests on official university business. • Order and stock guest unit supplies, linen, and furniture. • Provide the front desk with guest welcome packets and on-call 24/7 for guests’ questions. • Schedule guest unit cleanings with Facilities Management and complete maintenance checks. • Process $100K in revenue via transfer of funds with Accounting & Business Services and via credit card on CashNet. Administration • Supervise two Office Assistant Interns. Train front desk and department staff in systems, policies, procedures, and customer service. • Schedule four interns for the front desk and process payroll. • Direct all inquiries that come into the front desk via phone, e-mail, and in-person. • Maintain strong client relationships; resolve difficult situations with clients and ensure effective delivery of service. • Monitor the department’s inbox, allocate e-mails for eight interns, and take action on time-sensitive requests. • Responsible for USF’s Information Line and transferring of calls to the appropriate departments. • Provide technical support and improvements for the department on a variety of information systems (including EMS , Social Tables, When To Work, Bon Appetit Catering, USF Calendar, Drupal, FAMIS , CS Gold, CashNet, Banner, Office 365, ITS Support & Reservations, USF Directory, Student Organizations Database, Purchasing Systems). • Maintain and update Social Tables database of 200 rooms and room layouts. • Order office supplies and equipment for the department in conjunction with Purchasing Services. Serve as the primary contract of all external vendors when procuring quotes. • Serve as the primary contact with ITS and staff on all information systems related matters, as well functioning applications, network, software, and hardware on behalf of the department. Monitor system licenses and service contracts. • Organize the department’s network drive, office records, and digital filing system. • Maintain content of website and department’s documents/forms. • Mitigate risk by ensuring external vendors have current certificates of liability on file. Minimum Requirements • Bachelor’s degree and a minimum of three years prior experience in event management related activities • At least 1 year of previous supervisory experience • Must think strategically; identifies issues and finds a reasonable solution • Must be able to multi-task and work under tight deadlines • Must be able to handle difficult or demanding personalities • Excellent oral and written communications skills • Ability to work late hours • Proficiency in Excel, Word & Power Point • Ability to master various databases Additional Knowledge, Skills, and Abilities Special Instructions to Applicants Job Open Date 06/07/2017 Job Close Date Posted until Filled No About USF The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco’s first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit www.usfca.edu . EEO Policy The University is an equal opportunity institution of higher education. The University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law. Fair Chance Ordinance Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information visit: http://sfgov.org/olse/fair-chance-ordinance-fco .
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