Conference Sales Coordinator (6292U) Berkeley Housing, #85334

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

Berkeley Housing, situated within the larger RSSP cluster, is responsible for all applications, assignments, contracts, and billing for both single student and family university-owned/affiliated housing properties during the academic year and summer. Our mission is to provide the campus community with homes that provide a foundation for the successful acclimation to their academic UC Berkeley experience while meeting the departmental/divisional fiduciary expectations of high-level occupancy.

Summer Conference Housing, as part of Berkeley Housing, is specifically responsible for filling the beds in the residential complexes (approximately 6,800 bed spaces) with a variety of programs and conferences to utilize the space/services as well as generate revenue that assists with the overall financial well-being of the department. Sales coordinators operate as a "one-stop-shop" for clients by selling affordable accommodations, dining services, meeting spaces within residence halls, coordinating catering services, and campus meeting spaces, and other campus services such as parking, IT, campus tours, recreation passes, etc. In addition, this unit is responsible for coordinating conference activities and billing for all services provided. Summer Conference Housing serves as a bridge between the campus and external third parties who are interested in hosting residential conferences on campus.

Residential and Student Service Programs (RSSP) is part of the Division of Student Affairs under the direction of the Associate Vice Chancellor/COO for Student Affairs. RSSP provides and manages student housing, custodial, and maintenance services, renewal projects, self-operated dining services, campus ID card, as well as early childhood & education services for students, faculty, and staff. RSSP also conducts a summer conference and year-round catering business. RSSP's annual revenue exceeds $160,000,000 and the department employs over 1500 career, limited, contract, and student employees creating a "culture of care" for students, guests, customers, and stakeholders.

Position Summary

The purpose of this position is to sell, coordinate, and manage conference programs that utilize the residential facilities during the summer. This position is responsible for selling accommodations for the summer season. This position works closely with managers in housing facilities, dining, IT, and other departmental units to provide the required elements for conference programs. In addition, the position interfaces with campus departments such as Parking, Audio-Visual, Cal Performances, Extension, and Recreation Sports to obtain services for conference programs.

Application Review Date

The First Review Date for this job is: April 16, 2026

Responsibilities

• Plans, organizes, manages, handles negotiations, and implements medium to complex and/or high visibility conferences involving guests from multiple sources such as campus departments, student groups, other public institutions, research institutions, private sectors, and non-profit organizations.
• Consults with clients and internal partners to determine and analyze requirements on all details regarding conferences and planning. Identifies program requirements and budget parameters for each conference. Interprets operational standards. Identifies and determines logistical challenges. Conducts comprehensive planning for conferences, including but not limited to conception, development, communications, coordination, implementation, and post-event evaluation. Uses time management to coordinate and manage multiple conferences simultaneously.
• Ensures smooth-running and effective conferences, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
• Demonstrates good judgment in making decisions and managing conferences. Conducts research on history of each group.
• Develops detailed housing and dining service projections for each conference group and prepares appropriate documentation utilizing booking software. Negotiates contractual agreement for facilities and services for each conference and writes agenda to agreements.
• Provides recommendation of allocation and reallocation of facilities and services to maximize conference yields.
• Prepares and updates detailed specifications for housing, dining, catering, and meeting arrangements for each assigned conference group. Exercises decision-making and signature authority for use of facility on University property. Prepares and distributes room assignments, diagrams, housing lists for groups. Creates, updates, and distributes proposals, contracts, and Conference Function Summaries in a timely manner. Creates quotes based on preferences and/or budgets. Secures all required contracts, invoices, proof of insurance, permits, attestations, and other necessary documentations. Communicates program requirements and clients' expectations to departmental and University managers. Oversees the implementation of each conference program. Exercises decision-making with on-site problems. Prepares and reviews final group billings. Evaluates completed programs and compiles summary reports for business booked.
• Reviews operational policies and procedures and makes recommendations to Director. Proposes room and board rates, service package rates by analyzing economic trends and comparable facilities.
• Contributes to and participates in long-range unit planning. Mentors and oversees the work of less experienced staff.
• Working collaboratively with internal partners, develops conference specific organizational tools such as timelines, contact lists, on-site deliverable schedules, etc. Maintains accurate and up-to-date records and files for all conferences and projects.
• Achieves annual sales and specific revenue goals. Actively pursues and follows up with sales leads.
• Participates and contributes in development of annual marketing plans. Develops specific marketing strategies for assigned market segments, including being assigned responsibility for a specific task or strategy such as trade shows participation, conference attendance, cold calls, or client visits, etc.
• Scouts potential locations and/or vendors for future events. Plans, organizes and identifies real and potential function locations.
• Prepares proposals designed to meet conference bid specifications. Conducts site inspections and entertains clients. Advises and directs clients in special event planning.
• Provides recommendations with formulation and writing copy for marketing and promotional brochures. Develops marketing material to target distinct market segment groups.
• Works collaboratively with teammates and internal partners to create and market new service offerings. Works with internal partners to conduct regular outreach with local companies and other vendors to set up promotions and packages that will drive incremental revenue.
• Strives to improve guest services and recommends improvements or alternatives to services and/or standards.
• Develops and maintains collaborative and cooperative working relationships with appropriate campus units including but not limited to; Admissions, Associated Student Union, Cal Performances, Berkeley AV, Parking and Transportation, UC Police Department, Rec. Sports, Intercollegiate Athletics, UDAR. Ensures that all pertinent campus and community constituencies are adequately consulted and informed of pending programs.
• Intervenes to prevent problems between clients, campus partners and community suppliers.
• Interprets and implements University policy for clients using campus facilities and services.
• Attends trade shows and / or hosts client events to showcase facilities and services.
• Establishes and maintains positive relations with customers. Interacts enthusiastically and pleasantly with customers, co-workers, and partners to ensure a positive interaction and outcome in every interaction. Responsible for practicing good stewardship with university and customer resources.
• Articulates department's objectives to the University and community. Represents the department as necessary at University and community functions.
• Assists internal partners as needed. Perform other duties and responsibilities as assigned.

In order to enhance job expertise, each employee will own their professional development (PD) plan. PD can include participation in training, such as attending classes, system-wide or campus training, project specific assignments, or serving on departmental or campus-wide committees. Supervisor approval is required for any PD that takes place during work hours or requires university paid expenses.

• General Policy Compliance

Responsible for staying up-to-date and adhering to all University policies and federal, state, and county/local regulations applicable to the position's role and responsibilities, including but not limited to: Personnel, health, safety, cybersecurity, privacy (including FERPA compliance), risk management, ethics, purchasing, and travel policies. Adherence includes timely completion of all assigned training.

• IIPP Statement

Works in a safe and responsible manner while not putting self or others at risk. Complies with applicable policies and regulations, including but not limited to using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions as soon as possible.

• Sexual Violence and Sexual Harassment

This position is considered a Responsible Employee and is required to adhere to the UC Policy on Sexual Violence and Sexual Harassment, which mandates reporting of sexual violence, sexual harassment, or other conduct prohibited by the Policy.

• CANRA Mandated Reporter

Function as Mandated Reporter Under California Child Abuse and Neglect Act (CANRA) to report observed/suspected abuse or neglect of children, dependent adults, and elders to designated law enforcement and social service agencies.

Required Qualifications

• Experience in event planning, hotel/catering sales knowledge (selling housing facilities and dining services), knowledge of alternative sales techniques, and writing proposals to meet bid specifications.
• Thorough knowledge and understanding of concepts, principles, and practices of event planning and public relations, including event design, organization, and production.
• Thorough knowledge of the campus, its vision, mission, programs, policies, achievements, and infrastructure.
• Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.
• Skill in effectively meeting budget and time constraints, with strong attention to detail.
• Demonstrated organizational and project management skills to work successfully with a diverse group of clients and staff to produce high quality events that meet client needs and appropriately represent the campus.
• Highly developed interpersonal communication skills including political acumen and social perceptiveness.
• Highly developed judgment, decision-making, and problem recognition/avoidance/resolution skills, including skill in determining those issues/problems that need to be brought to management's attention.
• Strong verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions in a face-paced and dynamic work environment.
• Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Ability to effectively summarize information, develop reports, create information documents.
• Strong organizational skills, ability to establish priorities, and work independently and as part of a team.
• Proficient in Microsoft Office suite, Google suite, room diagram software, conference/housing management software (StarRez).

• Excellent customer service skills.

EDUCATION

• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Residential conference planning experience.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted annual salary range that the University reasonably expects to pay for this position is $85,000.00 - $106,440.00.

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is an exempt monthly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This recruitment has 1 opening.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.