2024 Conference Housing Billing Assistant

Position Summary

The Conference Billing Assistant reports to the Manager of Guest & Housing Operations. The Billing Assistant works an average of 35 hours per week during the summer contract. The billing assistant primarily works under the Manager of Guest & Housing Operations to prepare and distribute conference invoices, reconcile incoming payments and keep individual guests’ accounts up to date.

 

Primary Responsibilities

  • Assisting with the accurate creation and distribution of individual guest bills using credit card payment system, CashNet.
  • Regularly create, post charges and reconcile payments received to conference and guest accounts.
  • Accurately prepare and distribute final conference invoices and statements.
  • Utilize web-based software (CashNet, StarRez) and monthly JV reports to keep conference and guest accounts current.
  • Track and manage upcoming or overdue conference invoices and guest bills. 
  • Serve as primary billing liaison with WWU departments that coordinate conferences.
  • Assist Manager in the preparation of fiscal year end tracking documents submitted to the UR Fiscal Analyst.
  • Submits refund or discount requests to Manager for approval.
  • Analyze and resolve billing inquiries.
  • Review and confirm conference charges, participants and other billing items with conference coordinators, prior to their departure. 
  • Accurately assess and track applied taxes on all conference and guests’ bills.
  • Assist Manager in updating conference billing procedures and documentation.
  • Provide front line customer service such as answering multi-line phone, responding to email or phone messages, compose office correspondence and resolve guest questions.
  • Assist in communication with guests regarding their reservation including scheduling and approving requests.
  • File, review and update Guest and Housing Operations records (electronic and hard copy)
  • Respond to inquiries regarding policies, procedures and services.
  • Maintain professional communication and visibility with campus partners, clients, and staff.
  • Provide correct, timely, and appropriate information to guests and campus partners with excellent customer service. 
  • Properly notify and update summer conference housing staff of changes in guest reservations.
  • Provide guests with general information about WWU and Bellingham area.
  • Attend and participate in daily staff meetings as requested.
  • Attend regular meetings, record and distribute information as required.
  • Create a professional and welcoming environment through responsive and respectful customer service.
  • Provide administrative support as directed by Associate Director or Manager.
  • Be knowledgeable about general University Residences buildings and operations.
  • Maintains strictest confidentiality.

Required Qualifications

  1. Be currently enrolled at WWU, or be officially admitted by Winter 2024.
  2. Have a minimum cumulative GPA of 2.5. Fairhaven College student candidates must be in good academic standing with Fairhaven College Administration. Winter 2024 transfer student candidates must provide a transcript from their previous institution.
  3. Not be on disciplinary probation or in deferred-eviction/eviction status.
  4. Not be on performance probation if employed elsewhere on campus.

Desirable Attributes

  • Experience in any setting with accounting, billing or business finance.
  • Be adaptable and flexible to varying needs of the department and conferences.
  • Be willing to connect and interact with guests from a diverse background.
  • Able to work independently, self-organize, and manage time effectively.
  • Able to provide consistent, high-quality customer service both with internal (WWU) and external customers.
  • Able to collaborate and contribute with the larger summer conference housing staff.
  • Experience with completing tasks that require a high level of attention to detail.
  • Ability to work independently, self-organize, and manage time effectively.
  • Ability to grasp and apply new concepts quickly and efficiently.

Selection Timeline

  1. The application you submit online will be reviewed to assess how closely you match the required qualifications.
  2. If your application meets our criteria, you will be notified via email to choose an interview time.
  3. Individual interview dates are dependent upon your status as a new or returning candidate.
  4. After interviews, if you are selected for a position on staff, you will be notified via email.
  • Application Opens: TBD
  • Application Closes: TBD
  • Interviews: TBD
  • Job Offers Sent to All Selected Finalists: TBD
  • Offer Decisions Due from Selected Candidates: TBD

Terms of Employment

  • This position is eligible for a reduced rate for on-campus housing if interested in living on campus for the summer.
  • Fulfill anticipated contract dates. This position extends past the departure of the last conference in order to continue conference billing. The position also has the possibility to continue through September and October based on candidate schedule and conference billing needs.
  • Work an average of 35 hours per week, typically Mon-Fri schedule with possible occasional Saturdays (some work days may have non-traditional hours (ex: 10am-7pm).
  • Participate in seven days of mandatory training.
  • Fulfill position requirements.

About Us

University Residences will host over 8,000 camp and conference guests in our residence halls during the summer. Guests can range from toddlers to 90 years of age and will arrive from all over the world. Guests come to for a variety of reasons, including WWU first-year student orientation, youth sports camps, adult national international conferences, and training workshops. Our select staff of close to 40 students work to accommodate guest needs and requests while providing a high level of customer service under the direct supervision of the Manager of Guest & Housing Operations.

Equal Opportunity & Affirmative Action

Western Washington University does not discriminate in its programs or activities on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information. Inquiries may be directed to the Vice Provost for Equal Opportunity & Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, WWU, Old Main 345, MS 9021, 516 High Street, Bellingham, WA 98225; 360-650-3307 (voice) or 711 (Washington Relay); eoo@wwu.edu.

Questions?

For any questions about this position, please contact guest.housing@wwu.edu