POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, Snow Mountain Ranch, which operates a mission-based family, group conference and retreat center serving more than 50,000 guests annually. The Assistant Conference Director is primarily responsible for assisting the Director of Guest Operations in all aspects of conference staff management and quality assurance to uphold established product and hospitality standards delivered to conference groups and family reunions.

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:

• Assists Director of Guest Operations with establishing efficient department standard operating procedures.
• Possesses solid supervisory skills to effectively manage and train a diverse Conference Department staff.
• Creates staff schedules based on department needs. Enter schedules into Paycom and edit them as needed.
• Assists with Paycom time-sheet approvals and staff requests [time off requests, punch changes, reviewing staffs hours, etc.]
• Assists with hiring staff in the Conference Department by use of Paycom. Reviewing applications, interviewing, and discussing candidate selection with the Director of Guest Operations.
• Assists with staff issues of accountability and disciplinary action, holding staff accountable to uphold performance and established hospitality standards.
• Assist in managing the daily Conference checklist, including preparing packets for group arrivals and providing quality control checks of paperwork, keys and meal plans.
• Assign group contracts to Conference Coordinators.
• Assist in the development the Property Management Systems as needed.
• Attend monthly Department Head & Assistants meetings.
• Attends other relevant meetings in absence of Director of Guest Operations when Conference representation is needed.
• Takes the lead in providing training for Conference Coordinators, International Interns and seasonal staff. Create and update training materials as needed.
• Provides direction and guidance to Conference staff with questions related to group arrangements.
• Works with selected complex groups from initial contact through all planning before and during conference, and until the final bill has been paid.
• Assists with preparation of final invoices and provides accuracy checks of invoices as needed.
• Assists groups requiring special lodging and/or other special requests.
• Work with staff in other departments to resolve conference-related issues.
• Manages and assigns meeting space to maximize guest and association advantage.
• Troubleshoots and resolves problems that arise with conference and family reunions to ensure a successful stay at Snow Mountain Ranch.
• Fills in as necessary in the absence of Director of Guest Operations for Conference-related issues.
• Host Conference Department meetings and provide follow-up as needed.
• Be the lead for planning department engagement events, maintaining staff morale, and showing staff appreciation.
• Assist as necessary at the Front Desk and switchboard.

REQUIREMENTS/QUALIFICATIONS:

• A bachelors degree is preferred, plus 3 years of experience in conference and/or guest services related services.
• Strong organizational skills to coordinate the needs of many separate groups.
• Possess exceptional interpersonal skills required to work with group leaders, conference delegates, department managers, and guests.
• Demonstrate ability to speak, read and write fluently in English.
• Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members and staff.
• Hold a valid USA state-issued drivers license and have an acceptable driving record.
• Comply with YMCA driving rules and be approved to operate YMCA vehicles.
• Excellent written, verbal and interpersonal skills.

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 risk management training and report suspicious or inappropriate behaviors and policy violations.
• Commitment to diversity, equity, inclusion and antiracism is required.
• 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.

• Able to work well with frequent interruptions in a busy office environment.
• The noise level in the work environment is usually fairly high.
• Ability to climb stairs and frequently get up and down from desk.