Summer Guest Services Coordinator
University of Portland
Job Code: C34591
Job category: Part Time Staff
Terms and Hours: Summer (mid-June to early August); 20-25 hours per work week
Salary Range: $20.00 hourly rate
Job Summary
The Summer Guest Services Coordinators are integral to the daily oversight, leadership, and operations of camps and conferences at the University of Portland. They will be the first call for the Summer Assistants with identifying the appropriate point of contact to resolve various needs. This position will assist with conference preparations, facilities oversight, peer leadership and support, administrative duties and guest relations. This position is designed to provide opportunities to hone customer service skills, team development, and program administration and execution.
The standard weekly schedule may vary depending on guest conference schedules. Most weeks, this hourly position will work between 20-25 hours.
As this is a critical role for summer program operations, the Summer Coordinator must provide as much advance notice for requesting time off and receive appropriate approval. In addition, the position must be available to work on the following dates which can include holidays and working outside of standard business hours.
Required Dates:
• Training: April 21, April 23, May 6, and May 7
• Assistant Training: June 3 – June 5 – Timing TBD
• Consistent availability from May 11 – August 3.
• Weekly meetings: TBD
• Summer Conferences begin in early-June and run through early August. There are required work weeks before conferences begin and after they end.
• Required work during Federal Holidays.
Due to the need for immediate on-call responses and duties of this position, the Summer Guest Services Coordinator will be provided summer housing in a designated residence hall on campus at no cost. In addition, meals will be provided in the University Bauccio Commons when summer groups are happening on campus (schedule to be provided).
Core Duties
The Summer Guest Services Coordinator primarily liaises with summer conference guests and is directly responsible for the following duties:
• Assist with guest check-ins/outs.
• Prepare arrival packets which include keys, room assignments, and room inspections.
• Provide consistent and accurate reporting of all room status, key collection, and pertinent staffing updates.
• Directly oversee 12 to 14 Summer Conferences Assistants, managing schedule to ensure all day/evening coverage is maintained to support efficient operations. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes up to termination of employment.
• Assist with facilitating weekly staff meetings and development exercises.
• Respond to guest requests and navigate campus with deliveries as needed using University motorized carts and/or vehicles.
• Must be able to respond to guest calls from 8am to 8pm, as second line of interaction with guests.
• Act as a liaison with University resources, such as Facilities Services and Campus Safety, to ensure smooth operations for summer guests.
Other duties as relevant to the duties of the position or as assigned by supervisor or designee.
Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.
Education & Experience
• Required: 1 to 2 years of professional relevant experience.
• Preferred: Experience in guest relations or event services, with supervisory experience.
• Preferred: Bachelor’s degree
• Or a combination of equivalent education and/or experience.
Certifications & Licenses
• Valid driver’s license
• Successfully complete the UP HR driver’s safety training
Knowledge, Skills & Abilities
• Ability to work independently but also to constructively receive supervisory direction and work collaboratively in a team setting.
• Strong customer service skills.
• Excellent verbal and written communication skills.
• Ability to exercise sound judgement.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, but not limited to, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.
Physical Requirements
• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Frequently: stand and walk; stoop, bend, lift objects weighing up to 30 pounds, climb and descend stairs unassisted.
• Occasionally: ability to attend events and activities on or off campus.
Working Conditions
• Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.
Work Standards
• Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.” The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.”
• The full Mission Statement is at: www.up.edu/about/mission.
• The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.
Special Instructions Summary
To apply, please visit: https://apptrkr.com/6114509
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