Job Posting Title:

Manager for Conference and Guest Services

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Hiring Department:

University Housing and Dining

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Feb 26, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:  

100% employer-paid basic medical coverage 

Free Capital Metro bus rides

Retirement contributions  

Paid vacation, sick time, and holidays

Career growth & professional development

Please visit our Human Resources (HR) website at https://hr.utexas.edu/  to learn more about the total benefits offered when you join our team!

Purpose

The Manager for Conference and Guest Services is a key member of the Longhorn Hospitality unit, responsible for managing the daily operations of long-term and internship housing programs. Reporting directly to the Assistant Director of Conference and Guest Services, this position oversees the recruitment, training, and supervision of full-time conference staff and student staff while serving as the primary point of contact for clients. The position ensures that housing facilities are well-maintained, clients receive exceptional service, and all operations comply with university policies. Additionally, the position plays a vital role in marketing and outreach efforts to attract new clients and maximize occupancy. This position serves in an on-call capacity during the academic and summer term. With a focus on operational efficiency, client satisfaction, and staff development, the Conference Manager plays an integral role in the success of the Longhorn Hospitality unit.

Responsibilities

Serve as the primary liaison for all client interactions related to Conference and Guest Services Housing. Respond promptly to inquiries, provide detailed information about housing options, and guide clients through reservation process. Build and maintain strong relationships with clients, including university stakeholders, and outside organizations. Coordinate with internal departments to ensure that client requests and needs are met during their stay. Act as the first point of contact with Conference and Guest Services Staff for any client issues or complaints, working to resolve them timely and effectively. Escalate complex issues to the Assistant Director as needed while keeping the client informed of the resolution process.

Manage the operational aspects of long-term and internship housing, including the scheduling of facilities and building services, coordination of check-in/out, and billing. Ensure that all housing facilities are ready for occupancy and meet the university’s standards. Assist the Assistant Director by training and providing support and feedback to the Complex Coordinators with their summer conference responsibilities. Create a model that oversees the execution of check-ins and check-outs, coordinate with student staff, develop procedures that minimize delays and ensure that the spaces are ready for clients. Track and report on housing occupancy levels, identifying trends and areas where adjustments may be needed. Work with the Assistant Director to maximize housing utilization during peak periods and reduce vacancies. Serve in an on-call capacity during the summer terms for conference and guest services spaces and support residential living staff. 

Develop and implement a recruitment strategy for Conference and Guest Services student staff and present to Assistant Director. Conduct interviews, evaluate candidates, and make hiring decisions in collaboration with HR and/or selection committees. Design comprehensive training sessions that cover all aspects of the role, including housing operations, customer service, and use of software systems. Ensure that training materials are up to date and tailored to the needs of the client. Conduct regular check-ins with student staff to monitor performance, address concerns, and provide constructive feedback. Develop a performance evaluation process that includes self-assessments, peer reviews, and supervisor evaluations.

Create and implement marketing campaigns that target potential residents for long-term and internship housing. This includes developing promotional content for brochures, websites, and social media platforms in collaboration with the marketing and communications team. Plan and participate in outreach activities, such as attending university career fairs, networking events, and meetings with potential client organizations. Present housing options and services, highlighting the benefits of the university’s housing facilities for interns and long-term guests. Ensure that the housing services’ online presence is current and effective in attracting clients. Collect and analyze feedback from current and past clients to improve marketing efforts. Use client testimonials and success stories in promotional materials to build credibility and attract new clients.

Work closely with Facilities and Building Services to ensure that all housing units are prepared for new residents, including cleanliness, safety checks, and functionality of amenities. Schedule and oversee periodic deep-cleaning and maintenance during low-occupancy periods. Ensure that all housing operations comply with university safety and security policies, including those related to the Youth Protection Program (YPP) and Title IX. Conduct regular audits to identify and mitigate potential risks. Perform regular inspections of housing facilities, identifying areas that require attention or improvement. Coordinate with Facilities Services to ensure that maintenance requests are handled promptly and efficiently. Assist in the development and enforcement of housing policies, ensuring that all residents and staff are aware of and adhere to university guidelines. Escalate non-compliance concerns to the Assistant Director.

Assist in the preparation and management of the budget for long-term and internship housing operations. Track expenses, monitor spending against budget projections, and identify cost-saving opportunities. Oversee the billing process for housing clients, ensuring that invoices are accurate and delivered in a timely manner. Coordinate with the Business Services department to handle any billing discrepancies or payment issues. Provide regular financial reports to the Assistant Director, including updates on revenue, expenses, and occupancy rates. Assist in the forecasting and financial planning for future housing operations. Assist with the preparation and submission of payroll for student staff, ensuring that timesheets are accurate and submitted on time. Other duties as assigned.

Required Qualifications

Bachelor’s degree.

3 years experience in a supervisory and/or manager capacity.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master’s Degree.

3 or more years of experience working in Residence Life, Occupancy Management, or a related field.

2 or more years of experience with guest relations in the hospitality industry or a related field.

5 or more years of experience in a supervisory role at a university.

Experience with assessment.

Experience working with StarRez.

Experience with project management.

Experience working in a university setting.

Experience with camps or conference management.

Demonstrated skills in customer service, working with groups, leadership, flexibility, and professionalism.

Experience in Microsoft Office.

Salary Range

$63,500+ depending on qualifications

Working Conditions

May work in all weather conditions

May work around standard office conditions

Repetitive use of keyboard at a workstation

Use of manual dexterity

Climbing stairs

Lifting and moving

Work Shift

Monday - Friday, 8:00AM - 5:00PM. Hours and days may vary to include nights and weekends due to business needs.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.