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Inside Higher Ed · 1 day ago

Program Associate, Conference & Operations

Tallahassee, FL

Full-time

Onsite

Mid Level

4+ years exp

Inside Higher Ed is associated with Florida State University, one of the nation's elite research universities. They are seeking a Program Associate to support conference processes, manage client relationships, and oversee housing operations while ensuring a smooth experience for conference attendees and students.

Digital MediaEducationHigher EducationJournalismRecruiting

Responsibilities

Performs duties in support of conference processes and projects as assigned

Attend staff meetings with supervisor

Work with University legal counsel and procurement to create and establish viable legal contracts for non-contract clients

Assist with the billing process for all conference groups

Work with University Controller’s Office to submit Customer Update/Add Request Forms for new and existing clients

Work closely with different software programs to design and run the summer conference program

Develop and maintain ongoing professional relationships with conference clients and summer staff

Conduct pre-arrival meetings with conference clients and ensure all items are required prior to arrival are handled appropriately

Prepare conference guest rosters and room assignments when appropriate

Confirm that residence halls are ready for group check-ins (i.e., correct signate is posted, desk materials set, rooms clean and prepared, etc.)

Assist with key audits for conference halls

Assist in coordinating conference check-ins and check-outs

Assist with training and supervision of all camps and conference staff including graduate and undergraduate student staff

Primary point of contact for phone-in or walk-in student concerns regarding physical facilities, environmental quality, and on-going maintenance and pest problems

Supervise the Student Operations Team

Comprised of 2-4 student employees who assist with light physical labor tasks in the halls such as air purifier filter replacement, repairing vacuums at the front desk, inventorying desk equipment, assisting in weekly building walk through identifying facilities issues

Liaison with the appropriate campus department to see room maintenance and upkeep through to completion

Examples of duties would include following up with students and families to provide status reports, maintaining open communication with resident students, and follow-up with the students after the issue is resolved to ensure no further maintenance issues persist

This may include physical facility maintenance as well as IT Infrastructure

Assist with large furniture installs with Operations Team to coordinate with vendor deliveries

Attend all training sessions requested

Attend conferences/workshops for professional development, as needed

Conduct golf cart and vehicle usage training sessions as needed

Assist in office preparation and manage office furniture replacement schedule

Qualification

Microsoft OfficeIris Conference ProgramWhenToWorkCanvaTrainingSupervisionCommunication

Required

High school diploma or equivalent and four years of experience. (Note: post high-school education and/or experience may substitute at a comparable rate.)