Job Details  

Resource Coordinator
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Job ID 35319
Employer Yale Conferences & Events
Employer Type On Campus
Category Customer Service
Job Type On-Campus Jobs
Job Description

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 Resource Coordinator (RC) will report to the Office Manager (OM). This position will also work closely with the Residential Operations Manager and other seasonal and full-time staff to facilitate the arrival and departure of program participants and staff. This includes residential assignments, facility coordination, custodial services, billing reports and other logistical needs as necessary, utilizing Housing’s StarRez database, Salesforce, and Trello. The RC will coordinate the organization of storage and transportation & distribution of goods to ensure all orders are fulfilled. The RC will work with internal and external service providers. The RC will work with clients to ensure they have a positive experience before, during and after their program. The RC also works very closely with important University departments such as Yale Transportation Receiving and Storage (TR&S), Yale Facilities and with various other university constituents. 

Principle Duties: 
 
Administrative/Office Operations 

  • Organize office(s) with necessary supplies, monitor inventory and replenish, as necessary.  

  • Organize and facilitate the beginning of season and end-of-season inventory and manage the end of summer closing at a detailed level. 

  • Responsible for the tracking of resources which are not limited to the following: AC units, linen, blankets, pillows, refrigerators, fans, tents, tablecloths, chairs, tables, etc. 

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

  • Ensure that all equipment is on site and in working order. 

  • Attend all deliveries and pickups from vendors and internal service providers and record accurate data. 

  • Verify all delivery supplies are returned to the proper place after each transfer. 

  • Assist in setting up, loading, and delivering materials and equipment to various residential colleges as needed. 

  • Inspect, photograph, and monitor specialty spaces regularly and report maintenance, damage or cleaning issues to the Facilities Superintendent and the Residential Operations Manager (ROM). 

  • Provide on-site support for programs.  

  • Attend all pre and post summer walkthroughs of the Residential Colleges. 

  • Ability as needed, to check participants in and out of the Residential College and issue and collect room keys and access cards. 

  • Assist with special projects or other duties as assigned by the Residential Operations Manager or other YC&E staff. 

  • Oversee the receipt and inventory of shipments to and from the Central Receiving Warehouse.  

  • Prepare and distribute signage to the Residential Colleges.  

  • Conduct trips as needed to the Central Receiving Warehouse to retrieve items and coordinate deliveries. 

Client Relations 

  • Greet participants and handle all inquiries, providing exceptional customer service. 

  • Manage the coordination of each program’s daily needs such as tables and chairs needed for pre-arrival and creating a spreadsheet for all programs for the duration of the summer. 

  • Develop community and peer relationships, build rapport that fosters open communication, and act as a positive role model. Manage communications within programs, buildings, and Yale departments. 

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

University Relations 

  • Manage communications within programs, buildings, vendors, college admin and Yale departments. 

  • Assist with classroom signage by making sure signage is picked up and posted at appropriate locations across campus in a timely manner. 

  • Assist with on-site event coverage such as registration, transportation, food and beverage, material transport, set up and break down of equipment, location, entertainment, and vendor liaison.  

Facility Management 

  • Ensure that all items needed for check-ins and check-outs are on site for an event.  

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

  • Monitor building key inventory including testing, replacing, and accounting of all keys for the building. 

  • Do occasional cleaning including sweeping, taking out trash and making beds. 

 

  • Ensure maintenance or other issues are resolved or followed up as quickly as possible.

Summer Benefits and compensation:   

  • Free housing 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. 

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Job Requirements

  • Required Skills & Abilities: 

  • Excellent oral and written communication skills, superior interpersonal skills and able to articulate ideas. 

  • Highly proficient at managing multiple priorities. 

  • Ability to exercise good judgement 

  • Intermediate excel skills. 

  • Prior database experience preferred.  

  • Pleasant, helpful attitude, and ability to provide exceptional customer service. 

  • Willingness to work diligently and independently. 

  • Talented problem solver, able to react quickly and have composure under pressure. 

  • Attention to detail, advanced organizational skills, and professional appearance. 

  • Self-starter, dependable and thorough, and possess a strong work ethic. 

  • Must have own reliable transportation for occasional use. 

  • Ability to lift 50 lbs.
Compensation $19.00/hr.
Job Level Exception Rate
Hours 32.0 to 40.0 hours per week
Primary Contact Linda Peterson
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