Visitor and Housing Coordinator

Reporting to the Manager, Events and Visitor Programs, this position will plan and administer all aspects of participant housing and coordinate the visitor invitation process under the direction of the supervisor. Working closely with other administrative departments to ensure a quality visitor program, this position coordinates research and visitor space allocation, housing procurement for guests and research and student visitors. Also this position assists the supervisor with on- and off-site events.

This part-time position guarantees 22.5 hours per week, with some additional evening or weekend hours possible during events or peak periods.  Eligible for the group retirement plan and paid leave, including sick leave, vacation, and holiday pay. 

Please see the job description below for a complete list of job requirements.
Application deadline is October 6, 2013, no later than 5 p.m.

Position available immediately. 

To Apply

Please send cover letter, resume, and the names and contact information for three references to ; note that you are responding to the VHC Ad in your subject line. While e-mail submissions are preferred, you may mail these materials, for receipt by the deadline, to:
VHC Ad, Santa Fe Institute, 1399 Hyde Park Road, Santa Fe, NM 87501
Or fax them to: 505-983-0751.

No phone calls please.

The Santa Fe Institute is an Equal Opportunity Employer. 

Job Description

Job Summary

Plans and administers all aspects of participant housing. Coordinates the visitor invitation process under the direction of the Manager, Events and Visitor Programs (MEVP) and the Vice President for Administration (VPA); works closely with other administrative departments to ensure a quality visitor program. Coordinates researcher and visitor space allocation, housing procurement for guests, research visitors, and student visitors. Assists the MEVP with on- and off-site events.

Job Responsibilities

Visitors

• Acts as liaison with potential research visitors, offering information and orientations as appropriate.
• Coordinates invitation process under supervision of the MEVP, issuance of visitor invitation letters.
• Works closely and proactively with other departments—Chair of Faculty, Vice President for Administration, President’s Office, Development Office, and Education Program—to ensure complete visitor records, timely processing of correspondence, and effective oversight of visitor program. Attends weekly Chair of Faculty meeting.
• Provides timely information to Responsible Officers regarding diversity data and other recordkeeping.
• Coordinates visitor Web links and researcher aliases with SFI system manager. Maintains visitor and residential researcher database in FileMaker; updates visitor and residential researcher phone and web directories as needed.
• Maintains and monitors researcher and visitor space allocation. May advise on overall space planning, including administrative offices.
• Conducts visitor tours as requested or scheduled.

Housing

• Coordinates housing for SFI visitors and researchers (including undergraduate interns, graduate fellows, international fellows). May include previewing properties and negotiating with property managers. Coordinates a matrix of property availabilities, assigns visitors to properties, advises of such and arranges for access, prepares invoices for property manager payments, and coordinates expenditures/budgets with Finance Office.
• For SFI Tesuque, plans and schedules cleaning of properties and stocking of cleaning materials. Advises Director of Facilities regarding guest requests, especially household items. Serves as point person for alarms, security, and visitors.
• Approves reimbursements to visitors within SFI policies and guidelines.
• Prepares visitor and researcher information for monthly SFI Update.
• Generates data reports on visitor statistics as requested.

Events

• Coordinates daily coffee service before 8:30 a.m.
• Covers lunch and tea responsibilities in the absence of the Hospitality Assistant, or at direction of supervisor.
• Assists with oversight of catering events, staff and possible room rearrangement before and after events.
• Assists MEVP with off-site monthly lecture series.
• As part of administrative team, assists with front desk coverage as needed in the absence of Administrative Assistant/Events Coordinator.
• Handles other tasks as assigned by supervisor.
• As requested, adjusts schedule to work some late evenings and occasional weekends for workshops and working groups.

Job Requirements

Requires two years of experience as an administrative assistant, catering manager, real estate administrative secretary, or equivalent. Works under minimal supervision, and independently sets priorities and organizes work; must be a self-starter who proactively seeks information and consistently follows up on missing details. Must have the ability to exercise independent judgment and discretion, and to set priorities in light of departmental and institutional needs.

Requires excellent communication and organizational skills. Must possess basic familiarity with a range of computing systems (PC, Macintosh); familiarity with Microsoft Office Suite, database systems, email, World Wide Web, and computer graphics desirable.

Familiarity with arranging housing and hotel accommodations required. Familiarity with making travel reservations and resolving travel issues required. Familiarity with Santa Fe area culture, hospitality industry and housing market desirable. Experience in hospitality industry a plus.

Must be able to work some early mornings, weekend or limited evening hours as needed. Must be able to lift up to 20 pounds due to lifting and moving boxes and assisting with room rearrangement.