Note: The job is a remote job and is open to candidates in USA. Torrey Honors College at Biola University supports conference and auxiliary services operations. The Conference Data & Operations Coordinator leads conference coordination, client communication, ticketing operations, staff supervision, and administrative processes while using data analysis to improve staffing, pricing, reporting, and revenue outcomes.
Responsibilities
- Act as the primary liaison for high-level clients, ensuring all contractual requirements are met with a high standard of service
- Maintain quality working relationships across campus departments, acting as a representative of Conference Services for evening and weekend events
- Oversee creation and confirmation of reservations from external guests; Oversight of event and conference scheduling, coordination and contractual preparation
- Perform administrative functions such as: emailing; mailing; billing; filing; answering phones, returning phone calls and emails
- Draft financial and legal documents, such as contracts and final bills, for the Conference Services Manager and Associate Director to review
- Assist in interviewing and hiring of student workers: posting openings, processing applications, updating availability schedules, ordering name badges and uniforms, updating handbook, and handling correspondence and reviewing timecards
- Train and supervise staff under direction of the Associate Director of Auxiliary Services
- Provide administrative and analytical support to the Associate Director of Auxiliary Services for special projects and mission-critical initiatives
- Negotiate rental fees and conference rates based on data-driven pricing models and market benchmarks
- Alongside the Associate Director of Auxiliary Services the Ticketing Department, assist in managing the Ticketing department by configuring events in AudienceView Campus/Grad and analyzing sales patterns to adjust staffing or marketing needs
- Maintain and troubleshoot Ticketing hardware and software systems to prevent operational downtime
- Assist with the recruitment, hiring, and onboarding of student staff, utilizing data to determine optimal staffing levels for 24/7 summer coverage
- Train and supervise staff on data entry best practices to ensure accurate reporting and professional client interactions
- Manage student timecards and availability schedules, ensuring alignment with budgetary constraints
- Analyze historical booking data, occupancy rates, and revenue trends to provide forecasting reports for the Associate Director of Auxiliary Services
- Monitor and report on Key Performance Indicators (KPIs) regarding summer office efficiency, student worker productivity, and ticket sales
- Assist the Business Systems Analyst with Starrez Conference and AudienceView software to extract datasets, identifying opportunities for cost savings and revenue growth
- Assist the Business Systems Analyst in strategic planning by creating data visualizations that illustrate departmental impact on the University’s long-term fiscal goals
- Audit existing workflows to create modern, visual manuals and digital SOP guides for the Summer Conference Season and other departmental tasks
- Assist the Auxiliary Services Business Systems Analyst as needed with databases, implementations, and inventories within Starrez Conference software to ensure data integrity and operational agility
- Assist the Auxiliary Services Business Systems Analyst as needed with other software solutions on campus like Transact and Genea
- Assist in the operational lifecycle of Conference Services; from initial reservation and data entry to the drafting of legal documents and final financial reconciliation
- Draft Journal Vouchers and Journal Receipts, ensuring all financial data aligns with university auditing standards
Skills
- Must personally agree with Biola's Articles of Faith and support the positions taken by Biola as contained in its Statement of Biblical Principles and Eschatology Teaching Position
- Act as the primary liaison for high-level clients, ensuring all contractual requirements are met with a high standard of service
- Maintain quality working relationships across campus departments, acting as a representative of Conference Services for evening and weekend events
- Oversee creation and confirmation of reservations from external guests; Oversight of event and conference scheduling, coordination and contractual preparation
- Perform administrative functions such as: emailing; mailing; billing; filing; answering phones, returning phone calls and emails
- Draft financial and legal documents, such as contracts and final bills, for the Conference Services Manager and Associate Director to review
- Assist in interviewing and hiring of student workers: posting openings, processing applications, updating availability schedules, ordering name badges and uniforms, updating handbook, and handling correspondence and reviewing timecards
- Train and supervise staff under direction of the Associate Director of Auxiliary Services
- Provide administrative and analytical support to the Associate Director of Auxiliary Services for special projects and mission-critical initiatives
- Negotiate rental fees and conference rates based on data-driven pricing models and market benchmarks
- Assist in managing the Ticketing department by configuring events in AudienceView Campus/Grad and analyzing sales patterns to adjust staffing or marketing needs
- Maintain and troubleshoot Ticketing hardware and software systems to prevent operational downtime
- Assist with the recruitment, hiring, and onboarding of student staff, utilizing data to determine optimal staffing levels for 24/7 summer coverage
- Train and supervise staff on data entry best practices to ensure accurate reporting and professional client interactions
- Manage student timecards and availability schedules, ensuring alignment with budgetary constraints
- Analyze historical booking data, occupancy rates, and revenue trends to provide forecasting reports for the Associate Director of Auxiliary Services
- Monitor and report on Key Performance Indicators (KPIs) regarding summer office efficiency, student worker productivity, and ticket sales
- Assist the Business Systems Analyst with Starrez Conference and AudienceView software to extract datasets, identifying opportunities for cost savings and revenue growth
- Assist the Business Systems Analyst in strategic planning by creating data visualizations that illustrate departmental impact on the University's long-term fiscal goals
- Audit existing workflows to create modern, visual manuals and digital SOP guides for the Summer Conference Season and other departmental tasks
- Assist the Auxiliary Services Business Systems Analyst as needed with databases, implementations, and inventories within Starrez Conference software to ensure data integrity and operational agility
- Assist the Auxiliary Services Business Systems Analyst as needed with other software solutions on campus like Transact and Genea
- Assist in the operational lifecycle of Conference Services; from initial reservation and data entry to the drafting of legal documents and final financial reconciliation
- Draft Journal Vouchers and Journal Receipts, ensuring all financial data aligns with university auditing standards
- Organization and communication skills are a must
- Able to work under time and 'people' pressure
- Customer service oriented
- Able to follow details of a project through to completion with little supervision
- Self-motivated, conscientious, able to work independently
- Able to speak and write with clear diction and grammar
- Christian commitment compatible with the mission of Biola University
- Verbal and written communication for understanding project requirements and explaining these needs to employees and third-party providers
- Problem-solving abilities to correct any challenges or inefficiencies for the best results
- Decisiveness and good judgment to address pressing project matters when time is limited
- Organization and time management to manage multiple tasks, sometimes for multiple projects, at once
- Leadership and motivation to guide student workers in making consistent progress
- Goal-setting to set realistic deadlines and strategize daily, weekly, monthly and quarterly progress
- Occasional medium - heavy manual labor during training of staff; carrying laundry, pushing dolly, and carrying ticketing equipment; walking to and from venues and residence halls (including stairs) on campus for tours, staff training, and various conference and event tasks; driving a golf cart
- Software: Starrez Conference, AudienceView (Campus/Grad) and Microsoft Excel, 25Live (Advanced: Pivot Tables, VLOOKUPs, Data Visualization, SQL)
- Competencies: Financial reporting, contract administration, database management, and project lifecycle oversight
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