Skidmore College Hiring for Summer Conferences and Events Data Assistant at Saratoga Springs, NY Full Time

Responsibilities include:

• Managing conferences and summer student housing billing reports, subsidies, and summer occupancy data.

• The position requires the ability to quickly learn a thorough understanding of the College’s housing and card systems (StarRez and CS Gold) to manage the housing, access, and meals for approximately 2,000 residential guests each summer.  Must be able to easily navigate the systems to access student and guest records, make changes to records, housing assignments, and meal plans. Must know how to check guests in and out of rooms, run reports, print ID cards, and provide access to rooms as needed.  Proper use of the systems is critical for a smooth operation and to ensure the integrity of the housing data.  

• The position will upload summer group participant details and housing assignments into the housing system, run occupancy reports, update contract dates for billing purposes.    After the group check out, the CEDA will clean up housing data and calculate room and board charges.

• The CEDA will be responsible for learning the new Accounts Receivables billing and invoicing tools in StarRez, documenting processes and training the C&E staff on best practices to ensure accurate invoices.  The goal will be to provide accurate invoices with confidence for all conference and internal groups using the data and reports provided by this position.

• The CEDA will manage the summer student housing billing; update contract dates, calculate billing based on a weekly basis, and report on estimated room and board charges generated in the housing system.   Additionally, department housing and meal subsidies will be calculated as a credit to the student’s account.  The CEDA will create email templates to pull data into individualized emails to communicate charges to students.  All calculations will be done in Excel spreadsheets with complex formulas to prorate housing dates and charges.

• The CEDA will answer questions from staff about functionality of the housing and access system and troubleshoot problems as they arise.

• The CEDA will report on Surrey-Williamson Inn guest room occupancy and rate analysis to help forecast for the coming year.

• The CEDA will use the two plus years of Surrey wedding inquiry data to report on high volume times of year for inquiries, percent of follow up responses, marketing return on investment, and other critical data to inform our marketing niche.

• Supports summer operations and the Conferences and Events team by supporting the summer registration desk responsibilities, room inspections, support for Surrey weddings and events, and participating in conferences and events projects as assigned based on departmental needs.

Skills Required:

• The successful incumbent has the ability to learn quickly how to use the various systems we employ.  Because this is a seasonal position, the incumbent needs to quickly master the computer systems used to manage summer guest operations housing, meals, billing, door access, and Surrey guest room management software.
• The position requires attention to detail and accuracy, and critical thinking skills.  
• The incumbent must have a mastery of Microsoft Excel in order to manipulate the data, create Macros, and data validation to provide accurate reporting and a basic understanding of sequel in order to create email templates and other reporting tools. 
• The incumbent must proactively know what data is essential to report on and how to retrieve that data for the desired outcome of the project at hand

Qualifications Include:

Education: BS in a related field preferred plus one year demonstrated knowledge of skills required to perform the duties of the position at a high level of competence

• This position requires excellent interpersonal and written communication skills;
• an ability to work collaboratively as part of a team;
• attentiveness to detail; problem solving,
• analytical and critical thinking skills; 
• ability to adapt to and manage multiple priorities;
• learning new technology is critical to the position;
• data analysis experience;
• extended hours and weekends are required during the summer months.

• The incumbent must be available to work evenings and weekends during the busy summer conference season. 

  •Frequently stand/walk, seated, performs desk-based computer tasks. Occasionally lift/carry/push/pull objects that weigh >40 pounds.

  •Valid NY Driver License preferred with a good driving record and no traffic violations. Must be able to meet and maintain driving privileges as outlined by Skidmore’s Risk Management’s Motor Vehicle Policy.

Required documents needed to apply:

• On-line application
• Cover Letter
• Resume
• List of Three References

Pay Range: $20.00/hr

EEO STATEMENT

Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.

Employment at Skidmore College is contingent upon an acceptable background check result.

CREATIVE THOUGHT MATTERS.