Summer & Hospitality Operations Business Manager

Location
Fairfax, VA
Salary
Commensurate with education and experience.
Posted
Nov 11, 2021
Closes
Dec 06, 2021
Ref
STF10629
Industry
Education
Hours
Full Time
Summer & Hospitality Operations Business Manager

George Mason University's University Life (UL) is hiring a Summer & Hospitality Operations Business Manager to work with the Housing & Residence Life (HRL). George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.

About Housing & Residence Life (HRL):

Housing & Residence Life (HRL) is a self-supporting auxiliary organization within the University Life unit of George Mason University. HRL serves a highly diverse population of approximately 6,200 students, the majority of which are undergraduates living in traditional, suite and apartment-style residence halls in three campuses within the vibrant Northern Virginia area. HRL employs over 170 full-time and graduate staff and over 350 undergraduate student staff. HRL is committed to provide a safe, well-maintained student-centered environment that is innovative and inclusive of a global community. It is dedicated to creating a home that enriches the experiences of our students, staff and faculty.

Responsibilities:

The Summer & Hospitality Operations Business Manager's primary focus is to generate/expand revenue for the HRL Summer Operations unit by defining, developing, and maintaining fiscal processes and policies; contractual knowledge and methodologies; systems, supportive data and analyses; and all financial strategies and reporting for external and internal sales.

The Summer & Hospitality Operations Business Manager will provide support to all fiscal and business matters related to residential summer camps & conferences as well as the DC Region Summer Intern Housing program, freshmen orientation housing, and special guest housing programs.

With a deep emphasis on customer service and collaboration, the Summer Operations Business Manager works closely with the Assistant Director of Residence Life for Summer & Hospitality Operations, the Director of Residence Life, and other HRL colleagues involved with marketing, sales, customer services, operations, systems and finance to ensure that operational processes, contracting and billing are in sync with marketing and sales efforts, and that the marketing and sales plan leads to a profitable bottom line.

The Summer & Hospitality Operations Business Manager directs policies and procedures related to contract management, customer billing and payment/revenue booking from both a customer and HRL perspective.

The Summer & Hospitality Operations Business Manager is also integral in creating, monitoring and explaining Summer Operations pricing, spending, billing and overall budget development; and to ensure data integrity for all input/output to the HRL systems.

The Summer & Hospitality Operations Business Manager directly reports to the Assistant Director of Residence Life for Summer & Hospitality Operations.

Sales & Pricing , Client Support and Business Process


  • Execute a HRL Summer & Hospitality Operations (Summer Ops) Sales Action Plan developed collaboratively with the Assistant Director for Summer & Hospitality Operations, Director of Residence Life, and other HRL stakeholders;
  • Provide input to the creation and implementation of comprehensive marketing and promotional plans to maximize revenue for HRL and, potentially, George Mason University (Mason) meeting and event venues;
  • Act as the primary point of contact for potential and new clients with regards to the Summer Ops contracting process, service options and pricing, the billing process, payment options, and disputes/collections;
  • Initiate and negotiate full-service contracts for conference and event clients, meeting residential/hospitality as well as food and beverage needs. Utilize VA contracts and explore other partnerships, specifically as related to on-campus food service provider and any approved and preferred catering companies;
  • Develop and maintain a collaborative relationship with other Mason departments interested in or already involved in providing clients services with Summer Ops. Includes reviewing and deciding upon process to combine client billing, distribute revenues, manage cash flows, investigate payment systems/portals, and posting to the Mason financial systems;
  • Generate end-of-year cost analysis and reporting from synthesized Summer Ops financials to derive and recommend future Summer Ops pricing. Include prior year comparison, and comparative data from local and similar competitors, for upper management consideration; and
  • Establish and maintain lost and new business record keeping.


Contract Management, System Billing/Reporting and Budgets/Spending


  • Develop and document a robust contract management process for Summer Ops that meets customer needs, connects with HRL systems and staff, and is within financial/audit/Mason requirements;
  • Direct the establishment of processes and reporting related to the Summer Ops utilization of the StarRez conference platform; including, but not limited to, the generation, posting and tracking of billing and collections from all customers. Work closely and collaboratively with HRL-IT to create the necessary synchronization of Summer Ops needs and StarRez outputs (both operational and reporting); with HRL-Business Services to identify/establish accounting needs/requirements; and with HRL Residence Life to establish process and identify roles and responsibilities for Summer Ops processes. Ensure all processes are documented and meet audit requirements around internal/risk controls;
  • Derive a process with applicable documentation to perform the monthly revenue reconciliation report for revenues applicable to HRL Summer Ops, matching dollars from StarRez (and other Summer Ops platforms/reporting), Mason Marketplace, etc. with Student Accounts and/or Banner. Interface with HRL colleagues to investigate, identify and correct reconciling items as needed. Ensure that signed reconciliation reports are maintained in central file for auditor review;
  • Develop and maintain proficiency with the multiple Mason financial systems supporting BANNER financials, including Mason Self-Service (Patriot Web), Mason e-Print (Management Reports), and the MicroStrategy database retrieval system for Banner;
  • In collaboration with HRL Business Services and cognizant of Mason budget timelines, create & maintain operational revenue and expense budgets for the Summer Ops unit;
  • Define processes and timelines for Summer Ops spending. Act as an approver for Summer Ops purchases; and
  • As appropriate, provide necessary support to financial, contractual, and Star Rez related projects and tasks in areas or HRL outside of Summer Ops during the academic year.


Summer Operations Staff and Operational Processes


  • In conjunction with Residence Life colleagues, define roles and responsibilities for operational and fiscal activities to support HRL Summer Ops. To include (but not limited to): definition of student staffing, hiring and supervision; expectations regarding customer service; contracting/purchase of supplies and services needed to support Summer Ops; communication with HRL Housekeeping and Facilities regarding use of halls, cleaning, and timing of summer renewal & maintenance projects; process and training to staff regarding input to/retrieval of data to the StarRez system and other systems/reporting pursuant to Summer Ops; etc.; and
  • In conjunction with the Assistant Director of Residence Life for Summer & Hospitality Operations, collaborate with the Administrative Specialists for Residential Communities year-round on providing appropriate training, and resources for HRL central office to ensure consistent and accurate information is provided to all prospective, current, and past summer housing guests.


Departmental Duties


  • The ability to work nights and weekends as needed especially during peak times for Summer Ops (May-August);
  • Represent HRL in meetings/forums with other Mason and HRL stakeholders and Summer Ops collaborators as warranted;
  • Actively support and comply with all University policies, HRL regulations and departmental vision and goals;
  • Serve as a designated employee for HRL with regards to severe weather, campus emergencies, and other significant HRL events, including Move-In & Move-Out;
  • Maintain proficiency at current level and continually updates knowledge through appropriate courses, seminars, publications, training sessions and other contacts in the trade;
  • Develop and maintain positive working relationships with cohorts in various Mason organizations to support the needs of the Summer Ops and Residential Communities areas. Includes Events Management, Dining Services, Athletics/Recreation, Parking Services, Meal Plan Office, University Life, Fiscal Services, Accounts Payable, etc.;
  • Attend and participate professionally and effectively in training sessions, meetings, conferences and departmental committees as assigned;
  • Assist in fulfilling duties of vacant positions within the department as needed and requested by supervisor; and
  • Perform other duties as assigned by the immediate supervisor or designee.


Required Qualifications:

  • Bachelors degree in Accounting, Business Management, or related fields; or equivalent combination of education and experience;
  • Strong collaborative and customer service skills; demonstrated success with customer satisfaction;
  • Eagerness to work with and support both financial and non-financial colleagues in an open, information-sharing environment; ability to condense/synthesize financial data into concise, informative reporting for upper management and non-financial users;
  • Ability to: generate/analyze sales plans; develop cost analyses and pricing strategies; develop/monitor budget/actuals and variances, and recommend strategies for optimal net sales;
  • Understanding of elements necessary for a successful sales contracting and billing platform; understanding of financial elements and system processes to generate customer-friendly contracts and invoicing, and robust data and reporting to support future sales planning;
  • Demonstrated project planning success; understanding of contract management;
  • Demonstrated knowledge and experience with Microsoft Office Software Package; advanced skills with Excel;
  • Extensive financial reporting and spreadsheet development experience;
  • Strong financial acumen; excellent analytical and organizational skills; investigative nature with desire to solve problems and revamp current processes; ability to handle sensitive and budgetary data in a timely and accurate manner;
  • Understanding of PCI-DSS (Payment Card Industry Data Security Standards) with regards to management of credit card, marketplace/u-store and client financial information;
  • Proven ability to manage time effectively; ability to exercise independent judgment and initiative;
  • Ability to thrive in a fast-paced, ever-changing environment with a desire for knowledge expansion and professional challenges as a means for growth and development; and
  • Demonstrated ability to manage multiple projects, build relationships and implement processes.


Preferred Qualifications:

  • Understanding of accounting theory, with the ability to anticipate financial issues and forecast expenditures based on data and trends; familiarity with VA Department of Accounts processes and accounting preferred;
  • Experience with large-scale events in a university-setting and experience with housing/conference scheduling software (i.e. Star Rez); and
  • Two to three years' experience as a supervisor of professional staff; ability to guide student, graduate and para-professional/professional staff.


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For full consideration, applicants must apply at https://jobs.gmu.edu/ ; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.
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Great Careers Begin at Mason!

George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!

George Mason University, Where Innovation is Tradition.

New hires starting after August 15, 2021, must have received at least one COVID-19 vaccination by their start date, be fully vaccinated within 45 days of their start date, and submit documentary proof unless they have an approved medical or religious exemption by their start date. For updated George Mason University COVID-19 vaccination requirements, please visit George Mason University Vaccination Requirements .
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George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

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