The California State University · 17 hours ago
Conference and Administrative Services Coordinator
San Jose, CA
Full-time
Onsite
Mid Level
$4,543/mo - $4,634/mo
3+ years expThe California State University is seeking a Conference and Administrative Services Coordinator to assist with administering the Conference Housing Program, providing housing services for thousands of individuals annually. The role involves overseeing housing mailroom locations, coordinating guest housing operations, and providing support during peak conference seasons.
EducationHigher EducationUniversities
No H1B
Responsibilities
Assists with the coordination and day-to-day operations of the academic year and summer Conference Housing Program to include guest housing and conference groups
Assists with negotiating contracts and schedules, use of guest rooms, meeting spaces and other housing facilities for 40 to 60 summer programs and academic year groups. Collaborates with representatives of each conference group to identify event and guest needs, develop plans, and determine services required
Provides crisis intervention by utilizing training to provide crisis response to campus housing students and guests, which can range from making a referral to intervening in a life-threatening situation
Develops appropriate logistics, resources and budgets needed to deliver contracted services
Responsible for supervision of 1 to 2 student lead positions year-round and up to 6 conference assistants during the summer
Coordinates all aspects of the current department residential mail system for approximately 5,000 residents. Assigns and un-assigns all mailboxes and ensures mail delivery
Responds to all inquiries involving any mail delivery concerns, from residents and parents
Responds to mailroom staff calls including some after-hours and weekends
Coordinates the logistical operations of the overnight guest housing program during the summer and academic year, including overseeing the scheduling of reservations
Audits and reconciles guest accounts regularly and follows up on outstanding payments due
Remains accessible and able to respond appropriately, in person or otherwise, to urgent or emergency situations that arise on weekdays, weekends, holidays and after business hours
Coordinates, instructs, guides and checks the work of 1-2 Student Lead positions, up to 6 Conferences Assistants, and up to 15 Mailroom Student Assistants, in order to maintain levels of productivity and quantity
Serve as support for all aspects of the mailroom student assistant position when the Mailroom requires additional coverage, including picking up mail, and sorting and distribution of mail and packages
Liaison with campus departments and external groups to coordinate the use of Conference rooms and Multi-purpose rooms in the Residence Halls during the Academic year and summer months
Qualification
Required
Completion of a high school program, technical/vocational program, or their equivalents
Three years of related office work experience
Preferred
Bachelor's Degree in Education, Hospitality Management, Business Administration, or a related field
Experience with conference or event planning, and/or hospitality management
Experience supervising professional or student staff
Experience coordinating an administrative process
Experience in an educational and/or residential setting
Customer Service experience
Benefits
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
Company
The California State University
The California State University is the largest system of four-year higher education in the country, with 22 campuses, 56,000 faculty and staff and more than 450,000 students.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$8.85MKey Investors
DensoNational Endowment for the Humanities (NEH)Dale Carlsen
2024-10-30Grant
2023-01-10Grant· $0.15M
2018-10-26Grant· $2.7M
Leadership Team
Steve Relyea
Executive Vice Chancellor and Chief Financial Officer
Recent News
2025-12-19
East Bay Times
2025-12-10
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