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Hospitality Coordinator

Yale University
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Job Title: Hospitality Coordinator (HC) 

 

Department: Yale University Conferences & Events (YC&E)  

 

Department Description: 

Yale Conferences & Events (YC&E) provides comprehensive program planning services, serves over 15,000 program participants, and manages approximately 100 non-accredited programs each year. Many of YC&E’s activities are focused on high school, college, and adult summer programs. Please visit http://conferencesandevents.yale.edu/ for more information.  

 

Job Description: 

The Hospitality Coordinator (HC) will report to the Office Manager (OM). This position will also work closely with a team of HCs and other seasonal and full-time staff to facilitate the arrival and departure of program participants and staff. The HC will be expected to provide an elevated level of customer service to clients and participants while demonstrating responsiveness and professionalism. The HC serves as a knowledgeable professional and primary asset in the daily operation of a 24-hour office. Individuals will be asked to know and understand the workings of the Yale Housing front desk operations and utilize Salesforce, StarRez, and Trello management systems. This position operates in a public relations capacity by greeting the group organizers and their participants and by courteously and efficiently aiding them as necessary while in residence. A hospitality coordinator will be expected to cultivate and develop relationships with internal and external service providers, serve as a liaison between summer operations and other university departments and will staff the 24/7 housing office.  

 

Principle Duties: 

 

Administrative/Office Operations 

  • Working with a team of hospitality coordinators to provide 24-hour front desk coverage and receive inquiries from clients and campus partners via email, phone, walk-in or Salesforce. 
  • Check participants in and out of StarRez database by issuing and collecting room keys and access cards. 
  • Assist with the opening and closing of the central office. 
  • Maintain a log of all client and service provider interactions and document all incidents for follow-up. 
  • Assist YC&E staff with Ad Hoc tasks that may arise. 
  • Assist in locating and disseminating client and participant related information using Salesforce and StarRez. 
  • Follow up and help resolve open support tickets with YC&E staff and service providers. 
  • Assist in the preparation of check in and check out procedures. 

 

Client Relations 

  • Be the first point of contact with clients on campus and ensure client satisfaction. 
  • Have a full understanding of each program’s operation and daily logistical needs. 
  • Greet participants and handle all inquiries, providing exceptional customer service. 
  • Develop community and peer relationships, build rapport that fosters open communication, and act as a positive role model.  

 

Experience/Education:  

  • In the process of working towards a college degree. 
  • Customer service and/or operations experience preferred.  
  • StarRez experience preferred. 

 

Required Skills & Abilities: 

  • Strong oral and written communication skills for telephone, email, and personal contact. 
  • Must have a pleasant, helpful attitude, calm under pressure and enjoy customer service. 
  • Must have the ability to encourage and motivate others to work as a part of a team and adhere to deadlines. 
  • Attention to detail, organized, patient, and maintain a professional appearance. 
  • Highly proficient at managing multiple priorities while exceeding client expectations.  
  • Demonstrated ability to multitask and deliver requested results. 
  • Willingness to work independently. 
  • Candidates must be dependable and thorough. 
  • Prior CRM and/or event management software experience is helpful but not required. 
  • A strong work ethic and internal drive to continually improve will be expected. 
  • Ability to repeatedly lift 25 lbs. 

 

Duration:        

  • Virtual Training Dates: Monday April 28, 2025, to Sunday, May 11, 2025  
  • On Campus Employment Dates: Monday, May 12, 2025, to Friday, August 8, 2025 

 

This position requires early morning, late-night and overnight hours for our 24-hour office. Overnight shifts are a requirement for the position. Schedule will vary each week with days off usually occurring on weekdays. Weekend and holiday work is regularly required. Training for the position will begin with virtual learning sessions and then followed by in-person sessions on campus. **Exemptions to the start and end date may be available with approval and will be discussed during the interview. Candidates with concerns about the start or end date are encouraged to reach out to ycerecruitment@yale.edu for discussion.  

 

  • Summer Benefits:  
    This position/ Internship is 16-40 hours per week including the following benefits: 
  • $17 per hour. 
  • Free accommodation at a single room in Yale Residential College (approximate value $7000). 
  • Meal Plan: three meals per day at Yale Dining Halls during their summer operation period (approximate value $4000). 
  • Gym Membership. 
  • Yale ID for employment, which gives access to the Yale shuttle system, discounts at local establishments and museums. 

**When/if Yale Dining Halls are closed, staff are responsible for providing their own meals. 

**To be eligible to receive the room and board benefits, candidates must be available to work over 24 hours a week. 

**Housing and dining subject to public health guidance and changes to Yale’s COVID-19 policies. 

**On-campus housing will only be available May 9 – August 8. Housing will not be provided outside of those dates.   

 

Application: 

To apply, please visit our portal at https://yale.starrezhousing.com/StarRezPortalXEmployment or you can go to our website at https://conferencesandevents.yale.edu/about-us/employment. Priority deadline for applications is Friday, January 24. Application will officially close on Sunday, February 23 at 11:59pm. If you have any questions, please visit our website at https://conferencesandevents.yale.edu/ or reach out to us through email at ycerecruitment@yale.edu.