Conference Coordinator - SMR

POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, Snow Mountain Ranch, which operates a mission-based family and group conference and retreat center, and a residential camp, serving more than 50,000 annually. The Conference Coordinator is primarily responsible for assisting conference and family reunion groups by providing information, knowledge and support to ensure all conference services are delivered in a timely, efficient, professional and ethical manner. 

OUR MISSION AND CULTURE:  
We firmly believe in our mission of putting Christian principles into practice through programs, staff and facilities in an environment that builds healthy spirit, mind and body for all. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other. 

ESSENTIAL FUNCTIONS: 

• Assist group leaders with pre-conference planning, managing groups according to contract, and post-conference evaluation.  
• Collect and process conference related information, including such things as contractual and lodging questions, special needs requests, contract changes, and cancellations.  
• Assist Conference seasonal staff and international interns with administrative tasks that include creation of the weekly preconference spreadsheet, group packets, arrival reports, and group dashboard.  
• Work with conference and guest registration staff to perform all tasks on the conference daily checklist and check groups and guests in and out.  
• Act as a tactful liaison between group leaders, Conference staff, and other departments.  
• Assist in answering and routing calls that come in through the switchboard, including emergency calls, and follow up as appropriate.  
• With assistance from the Front Desk, monitor and provide appropriate response to fire panel trouble and fire alarms, and Thorguard lightning alert system.  
• Coordinate and lead group leader tours of the property.  
• Learn to navigate and effectively use the property and conference management systems so that staff are prepared to meet the group’s needs upon arrival and during their stay.  
• Accurately update and prepare invoices for groups, and assist with taking payments.  
• Work effectively with Food Service staff to ensure group meal counts are accurate and coordinate catering and refreshment requests for assigned groups.  
• Work with guests to resolve any issues that arise.  
• Provide Manager-On-Duty leadership as appropriate and as needed.
• Attend scheduled pre-conference and staff meetings.  
• Possess a valid, USA state-issued driver’s license, an acceptable driving record, and comply with YMCA driving rules to be approved to operate YMCA vehicles.   

REQUIREMENTS/QUALIFICATIONS: 

• An associate or bachelor’s degree in business, hotel management or related field or a minimum of one-year experience in the resort industry, public relations, sales or a related field.
• Ability to work flexible days including weekends, holidays and evenings.   
• Should be able to lift up to 30 pounds.  
• Demonstrate ability to speak, read and write fluently in English.  

GENERAL YMCA OF THE ROCKIES REQUIREMENTS: 

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility, and Faith in all functions. 
• Uphold the YMCA of the Rockies’ Mission, policies, and programs. 
• Possess and demonstrate excellent customer service skills, for example, friendly, personable, helpful, patient, and professional. 
• Support the YMCA of the Rockies’ safety program. Promote safe work practices and a safe environment for guests, members, and staff. 
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community. 
• Attend required abuse of risk management training and report suspicious or inappropriate behaviors and policy violations. 
• Commitment to diversity, equity, inclusion, and antiracism is required. 
• Support organizational environmental sustainability goals through regular and effective collaboration and communication with sustainability leadership. 
• Must meet acceptable criminal background check standards. 
• All other duties as assigned. 

WORK ENVIRONMENT & PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.   

• Administrative tasks will primarily be carried out in a fast-paced office environment; the office is extremely busy with many distractions.   
• Position requires the ability to occasionally assist with moving and setting up tables, chairs and A/V equipment.  
• Ability to sit and stand, get up and down frequently, and walk around during a work shift.  
• May need to sit or stand at a computer station for extended periods of time.  

Note: Employees are held accountable for all duties of this job. 
This job description is not intended to be an exhaustive list of all duties, responsibilities, 
or qualifications associated with the job.