Work with summer clients and YC&E’s Housing Team to organize, coordinate, strategize and troubleshoot participant data and housing assignments. This includes checking data validity and providing various report types including group/session data reconciliation and accurate production of final housing reports for billing process.   

Ensure that program participants are checked in and out of StarRez database along with the accuracy of issued and collected room keys and access cards.   

Review and maintain accurate data in Salesforce, StarRez and Trello management systems.   

Supervise and assist with staff and participant check-in/check-out services, preparation of key packets, linen packs, & coordination of suite preparation with custodial services.   

Provide a written account of unacceptable behavior/incidents and or damages on the Incident Report document.  

Assist with the start-up and opening of the central office with necessary manuals, guides, and supplies (office supplies, linen packs, air conditioning units, etc.), monitoring inventory and replenishing as necessary, establishing a level of quality control.  

Work with the Resource Coordinator(s) to track resources (A/C units, Water, Linens, etc.) for buildings.  

Maintain daily contact with the Office Manager, Residential Operations Manager, Program Directors, and Program Managers to ensure that housing office logs are accurately kept and reflect all activities.  

Manage shutdown procedures for residential college(s). Organize and facilitate end-of-season inventory and manage the end of summer closing.  

Assist with special projects or other duties as assigned by the Residential Operations Manager, Office Manager or other Conferences & Events personnel.  

Participate in all meetings with YC&E and Yale Housing staff.  

Assist with aspects of training the summer staff  

Assist with supervision of the summer office when the OM has left for the day. 

Oversee and utilize Operations Coordinators to execute check ins and check outs, complete tasks and follow up with staff ensure satisfactory completion through electronic task management.   

Encourage Operations Coordinators to find ways to streamline office operations.   

Be aware of all facilities, policies, and procedures related to the residential college(s).  

Monitor inspections to ensure all suite rooms, bathrooms and areas are prepared by the custodial staff prior to group arrival.  

Follow-up on facility work request(s) in your building(s) and ensure tickets are closed in an adequate timeframe.  

Maintain regular monitoring of all residential college(s) areas. Inspect all building areas regularly and report any maintenance or cleaning issues to custodial or facilities representatives, ensuring timely resolve. Report room and/or furniture damages to the Residential Operations Manager and Facilities Superintendent.  

Meet weekly with Facilities Superintendents to communicate check-in/check-out, cleaning schedules and any changes that need to occur with clients.  

Report all concerns to the Residential Operations Manager.  

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.   

Develop consistent methods of enforcing university rules, regulations, and procedures.  

Manage communications within programs, buildings, vendors, and Yale departments.  

Perform tasks including classroom checks, event coverage and dining hall observations.  

Assist with daily College inspections and check that custodial bathroom cleanliness is adhered to. Provide adequate support for reporting process.