Clerk IV; Conference Services

Title: Clerk IV (Conference Services)

Executive Area: Administration and Finance

College/School/MBU: Auxiliary Enterprises

Department: Conference Services

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Onsite

Meets with academic and non-academic groups to arrange functions. Performs room scheduling. Attends events and functions to ensure compliance with regulations and smooth operations.

• Coordinates meeting and dining room space requests as related to physical set-up, audiovisual, property, catering, information, and telecommunications needs within the Campus Center Student Union Complex.
• Supervises and performs meeting room scheduling, clerical work requiring decisions about facility usage and conformance with facilities policies on usage of the facilities.
• Provides pre-planning site tours to potential customers, including Registered Student Organizations, Academic departments, and non-University clients.
• Provides site-related event planning; acts as on-site presence/liaison between customers and Auxiliary Services Events Office and Campus Center Complex to ensure smooth operation during events.
• Coordinates the planning of space requests with related departments and on/off campus clients. Finalizes and executes prearranged requests as they relate to the subject services.
• Maintains a working knowledge of the Campus Center Complex physical structure, properties, rules, regulations, and general operating procedures for use in facility scheduling functions.
• Supervises and trains a part-time staff performing clerical work such as utilizing computer database in the performance of scheduling facility use.
• Functions as a liaison between the Sales Office and Facility Services operations support staff.
• Represents the Sales Office at weekly University Conference Services and Facility Services, Catering, and Hotel operations meetings.
• Functions as a liaison with academic departments and other groups to coordinate services for complex events.
• Implements room rental charges, credits, adjustments, and billing in conjunction with Business Office.
• Makes referrals of work orders to appropriate areas relevant to physical needs.
• Monitors compliance of event sponsors and participants with building policies and procedures.
• Monitors compliance of event sponsors and participants with Environmental Health and Safety procedures.
• Provides functional supervision of set-up crews and technical support staff for major events.

Performs related duties as required.

• High school diploma or equivalent.
• Two (2) years catering and/or event booking experience.
• Knowledge of office practices and procedures.
• Working knowledge of office appliances and their application; particularly computers, printers and fax machines.
• Working knowledge of office record keeping and reporting.
• Ability to organize and supervise the work of clerical subordinates performing a variety of functions.
• Ability to develop effective office work procedures.
• Ability to understand and follow oral and written instructions.
• Ability to communicate with other employees and the general public in a clear and concise manner, both orally and in writing.
• Considerable experience in general clerical work.
• Supervisory experience.
• Ability to prepare operating and statistical tabulations and reports.
• Typing and data entry skills.
• Ability to maintain good working relationships with other department employees and the general public.
• Considerable working knowledge of catering food service operations and/or sales.

Hospitality work experience.

This position is designated as essential personnel.

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Monday-Friday; 9:00am to 5:00pm; may include holidays and weekends.

37.5 hours per week.

Pay Grade: USA/MTA Grade 13

Classified Step Scale

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.