Program Coordinator - Conference and Guest Housing

Western Washington University   Bellingham, WA   Full-time     Hospitality
Posted on August 3, 2022
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Program Coordinator – Conference and Guest Housing

About the University

Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.S. News & World Report rankings.

About the Department

University Residences supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

About the Position

The University Residences Conference and Guest Housing Program Coordinator is responsible for assisting the Manager of Guest & Housing Operations with guest housing; summer housing conference coordination, fall move-in logistics, and general Housing operations duties.

Special Work Hour Requirements: You will be required to work some non-typical workdays and hours (weekends) specific for move-in weekend(s) and select days throughout summer conferences.


Administering On-Campus Guest Housing Program 30%

  • Manage day-to-day Guest Housing operations as primary coordinator and liaison during guests' stay
  • Oversee guest registration process, including inquiries, reservations and billing
  • Maintain Guest and Housing Operations unit website, online tools, and guest housing request tool
  • Assist the Manager in marketing campus facilities to prospective clients through publication, web, and direct client contact
  • Manage short term emergency guest housing programs
  • Serve as department guest housing liaison with campus partners such as Short-Term Emergency Housing Program (SEHP) and Athletics to arrange short term stays for their participants
  • Manage guest housing occupancy records in housing software database
  • Serve as Guest Housing representative for planning meetings with other campus partners
  • Functional knowledge of StarRez Summer Conference User Portal.
  • Archive Guest and Housing Operations electronic records

Coordinating Summer Conference Housing 25%

  • Provide customer-focused resources and guidance to over 8,000 overnight conference guests throughout season
  • Assist with day-to-day operations of front desks serving both summer conference guests and summer quarter academic students
  • Process building key orders
  • Manage student staff daily assignments
  • Coordinate housing logistics
    • Assist Manager with Liaison/communication with on campus conference coordinators
    • Communicate with UR units to ensure room readiness, key readiness, linens
    • Address problems during stay
  • Serve as backup for Manager Guest and Housing Operations as needed
  • Assist Occupancy Program Support Supervisor with building and room infrastructure setup for summer, and ensure building set-up meets occupancy needs outlined by Manager of Guest & Housing Operations
  • Functional knowledge of StarRez Conference Module and the Summer Conference User Portal.

Supervision - Summer Conference Student Desk Staff 25% 

  • Hiring and onboarding process for all seasonal student staff throughout the year
  • Develop training resources for summer desk staff
  • Coordinate annual spring hiring process for summer student-staff positions
  • Directly supervise front desk student staff and facilitate scheduling for student showroom attendants
  • May assist with supervision of other student conference staff
  • Verify time sheets and approve payroll for student hourly staff
  • Create weekly student staff schedule as well as manage shift-swaps and leave requests

Fall Move-In Volunteer Program 10% 

  • Liaison with UR graphics team for marketing materials and strategies to recruit and any other graphic or design needs
  • Manage the online database and registration process
  • Service as primary point of contact
  • Co-facilitate and develop training
  • Assist in the execution of fall quarter move-in for residential students
  • Serve on department Move In committee
  • Prepare narrative and/or statistical reports to summarize Move In data
  • Intersession liaison (spring to summer & summer to fall)

Operations 5%

  • Initiate, monitor, and reconcile expenditures for OCAST area purchases
  • Serve on the department Operations team
  • Order supplies for department

Other Duties As Assigned 5% 

Required Qualifications

  • High school graduate or equivalent
  • Two years of relevant work experience and demonstrated proficiency with conferences, event services, or equivalent work
  • Two years of demonstrated excellent customer service work, including both written and verbal communication skills
  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Publisher, Outlook, Access, etc.)
  • Demonstrated ability to meet timelines, attention to detail, accuracy, and ability to self-check work
  • Ability to work under pressure, prioritize deadlines and shift between projects quickly
  • Ability to work collaboratively in a small team environment
  • Demonstrated multicultural competence in working with and understanding the perspectives of diverse groups of people
  • Willingness to work some nights, early mornings and weekends, especially from May - October
  • Ability to move items up to 30lbs, with or without reasonable accommodation

Preferred Qualifications

  • AA/BA or higher (especially in related field)
  • Familiarity with campus housing in a university setting
  • Experience with information databases, higher education student information system, and/or other event management systems
  • Direct administrative work with conference/event management on a college campus
  • Supervisory experience, especially with student staff
  • Experience giving presentations or trainings
  • Experience with web-based technology platforms and concepts
  • Ability to work autonomously and self-starter

Conditions of Employment

All employees must comply with our Immunization policies, including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.


2022 Benefits Overview for Classified Positions

Bargaining Unit

This position is part of bargaining unit A and is covered by the collective bargaining agreement with Washington Federation of State Employees.

Application Instructions

Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.

Closing Date Notes

Position closes 08/17/2022 at 11:55 pm.

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3303 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.