Business/Admin. Assoc. II (Asst. Dir. of Conf. Svcs. & Affiliate Ops.) - Housing Central Admin.

Business/Admin. Assoc. II (Asst. Dir. of Conf. Svcs. & Affiliate Ops.) - Housing Central Admin.

Hiring Department: Housing Central Administration

Location: Chicago, IL USA

Requisition ID: 1027590

Posting Close Date: October 7, 2024

About the University of Illinois Chicago

UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent 'Best Colleges' rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

Description:

Under limited supervision manage the business, fiscal and administrative operations of non-residential student and affiliate housing including, but is not limited to: conference housing, guest housing, intern housing, inclement weather housing, tenant relations, and external room reservations.

Duties & Responsibilities:

• Work with Director of Administration and Assistant Director as a member of the Occupancy Management Team to strategically use residential space efficiently and effectively.
• Coordinate weekly summer operations meetings with key housing staff members. Set agenda, follow-up and maintain flow of operational information.
• Train Campus Housing staff in conference operations, intern operations and guest operations.

Conferences

• Act as primarily liaison with Meetings and Conferences for the housing specific delivery of campus housing conference program.
• Maintain specific summer conference occupancy requests, planned use and actual use of space, including roster and assignment coordination for conference participants.
• Act as primarily liaison (post sale) with conference sponsor/ host to ensure set-up and service delivery. Provide effective communication from pre-arrival to post-assessment.
• Assess client experience by collecting systematic feedback from participants and conference hosts.
• Provide direction and response to crisis and, in conjunction with conference host and Associate Director, recommend behavioral outcome.
• Coordinate the sales, tours, and marketing content for the summer conference housing program. Work with Marketing
• Coordinator to deliver public content effectively.
• Responsible for a minimum of $500,000 in revenue collection for conference housing program. Coordinate, in conjunction with Meetings and Conference, revenue transfers, percentage scales, accurate accounting, and invoice reconciliation. Additionally, invoice internal UIC groups directly for use of conference housing space.
• Provide general oversight for conference check-in, check-out, linen exchange and other customer-to-client interface procedures.
• Assist in setting and marketing summer conference rates and locations.
• Provide policy development for use of conference space, timeline, coordination, etc.
• Act as departmental point-person for all conference related business (liaison internally with IT, facilities and residence life).

Intern Program

• Maintain intern occupancy requests, planned use and actual use of space, including roster and assignment coordination for intern housing participants.
• Act as primarily liaison with host sites offering intern program. Maintain relationship with Chicago area intern providers.
• Coordinate the sales, tours, and marketing content for the summer intern housing program including passive and active outreach to intern sites and businesses.
• Administer and execute intern agreement signing/ contract process. Ensure participants meet proper documentation standards for housing guests on an individual basis.
• Responsible for approximately $750,000 in revenue collection for intern housing program. Oversee the invoicing of the student participants, payment plans, host payments, and reconciliation for all intern program participants.
• Inventory, track and coordinate intern amenities.
• Liaison with IT and UIC iCard Service to set-up NetID and UIN accounts for ID Card, facility access, and internet resources.
• Coordinate move-in/move-out of student interns based on regular academic year scheduled use and provide oversight for the intern check-in/check-out process.
• Provide disciplinary guidance (in accordance with the intern agreement) and recommend sanctions/ outcomes of participants to the Associate Director.

Guest Housing

• Maintain intern occupancy requests, planned use and actual use of space, including roster and assignment coordination for guest housing participants.
• Manage reservations and requests of guest participants.
• Responsible for approximately $800,000 in revenue collection for guest housing program. Oversee the invoicing of the guests payments, deposits, payment plans, and reconciliation of payments received.
• Coordinate move-in/move-out of guests and provide oversight of the guest's check-in/ check-out process.
• Provide disciplinary guidance (in accordance with the guest housing agreement) and recommend sanctions / outcomes of guest (including eviction) to the Director.
• Assistant in compliance of guests housing and University employees living in housing MOUs, rent collection, etc.
• Liaison with facilities in providing direction for cleaning staff to clean, repair and maintain physical conditions of the guest housing spaces.
• Coordinate and facilitate MOU process in conjunction with Director of Administration.

Tenant Relations/Room Reservation

• Coordinate Campus Housing room use for external partners in public areas, including the invoicing, set-up, requests, staffing, and scheduling, of available meeting, training, and programming rooms.
• Act as primary liaison for offices within housing facilities to address access, physical and environmental requests.
• Coordinate semester meetings with each client to address concerns, discus shared priorities and provides departmental project planning insight to clients.
• Additional hours as needed for campus events, facilities preparation, student move-ins and move-outs.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required:

1. Bachelor's degree in business administration, management, or a field related to the position.
2. Five years of professional business, financial, and/or managerial work experience.

(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Preferred Qualifications:

• A Master's degree in College Student Personnel, Student Development, Higher Education, Management, Public Administration, Business, or related education field
• Two (2) years of professional business, financial and or managerial work experience.
• Experience in conferences and sales.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
• Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
• Knowledge of basic arithmetic, algebra, statistics, and their applications.
• Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
• Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
• Ability to work independently and effectively organize and prioritize multiple tasks.
• Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
• Ability to manage a budget and work within the constraints of that budget.
• Ability to analyze, interpret, and explain work related documents, policies, and procedures.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation
Looking for more University of Illinois positions?

We invite you to search for positions at each of the University of Illinois locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.

University of Illinois Urbana-Champaign
University of Illinois Springfield
University of Illinois System Office
University of Illinois Foundation

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.


To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/12042?c=uic







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