SUMMARY
Conferences@UVA is part of the Housing & Residence Life team at the University of Virginia. During the summer, Conferences@UVA provides full-service event coordination such as housing, meals, and parking for individuals attending various conferences, camps, and academic programs at the University of Virginia, with a focus on housing these programs in our dorms and upperclass apartments. Each summer, we execute over 100 conferences and serve approximately 12,000 guests.
The Conference Assistant (CA) is part of a team whose focus is front-line customer service and back of house operations, and who works with a team of student supervisors and professional staff members. The CA serves as a conference expert for an assigned number of conference groups and also performs a wide variety of tasks as part of the overall conferences team throughout the summer, including group check-ins and check-outs, preparing room keys and dining cards, inspecting guest rooms, answering phones and guest questions, linen distribution and collection, on-call rotation shifts, and other tasks as assigned (our office is open seven days a week during the summer). The CA will be required to work a flexible hourly schedule, including some nights, weekends, and holidays. The position will work approximately 25-40 hours a week, and will participate in a mandatory paid on-call rotation.
RESPONSIBILITIES
Conference Operational Duties
- Assist in the daily operational tasks required to operate a successful conference. This includes, but is not limited to:
- Ensuring that keys, access cards, and dining cards are properly packed before group arrival and post-inventoried after the group’s departure.
- Participating in room inspections.
- Distributing and collecting new and used linens/pillows in rooms and other required onsite tasks.
- Distributing signage as needed.
- Assisting with bed-lowering as needed.
- Other duties as assigned.
Conference Customer Service
- Serve as a Conference Expert for an assigned number of conference groups with a conference supervisor, providing exceptional customer service to clients and guests before they arrive and during their stay, and ensuring proper record keeping of bed-nights and services for billing purposes.
- Review program’s contracts, guarantees, rosters, and schedule of events.
- Oversee program’s check-ins/out (through set-up and breakdown).
- Provide check-in/out summaries to supervisors after each event, ensuring accurate record keeping related to attendance for assigned conference groups.
- Oversee conference prep for assigned conferences (inspections, special requests, etc.).
- Maintain accurate records of all activities and transactions that occur during each group’s stay.
- Work closely with team members assigned to different programs to transfer their documentation into StarRez data management program and digitally on the server.
- Assist in the main office or in the field as needed, answering phone calls and emails and working the front desk as needed.
- Assist other team members in preparing for other conference group arrivals and departures.
- Other duties as assigned.
On-Call Rotation
- Participate in the after-hours on-call rotations, during which the CA is responsible for answering after-hours on-call phone and handling after-hours issues (lock-outs, lost keys, facilities issues, etc.)
- Report incidents and emergencies as needed to supervisors and emergency responders when necessary.
- Will receive training on emergency procedures and crisis management techniques and protocols
QUALIFICATIONS
- Must be a full-time UVA undergraduate or graduate student in good standing throughout employment.
- Ability to work as a member of a team.
- Strong customer service, prioritization, and organizational skills preferred.
- Self-motivated with capacity for self-directed work and problem solving abilities.
- Flexible, positive, adaptable, and able to work in a fast-paced environment.
- Ability to use word processing, spreadsheets, e-mail, and other software.
- Will be required to lift up to 25 pounds.
- A valid U.S. Driver’s License with positive point balance is preferred.
- Prior work experience is preferred, but not required.
OTHER INFORMATION
Conditions of Employment
- Employment will begin on Saturday, May 11, 2019 and end on Sunday, August 11, 2019.
- CAs must live on-Grounds in assigned housing (at no charge – see Remuneration)
- Mandatory staff training sessions may be scheduled in April (dates provided once schedule is confirmed)
- The CA must be willing to work a flexible work schedule:
- On average, the CA will work approximately 25-40 hours per week. Some weeks will be busier than others.
- The CA will be expected to work weekends, some nights, and possibly Memorial Day and the Fourth of July.
- The CA will be expected to participate in after-hours on-call rotation shifts throughout the summer.
- There will be no time off granted during the first and last week of employment.
- Time off must be pre-approved and is at the discretion of the Assistant Director.
Remuneration
CA staff members are will be paid $9.50 per hour and are provided free summer housing with access to kitchen facilities throughout the duration of their employment. CAs are required to live in their assigned University housing while employed with Conferences. All residential facilities are smoke-free. Internet and utilities are provided. Washer/dryer units are available in the residence area, and CAs are responsible for paying for their own laundry. Staff must provide their own linens, dishes, pots, pans, and other basic housewares during their stay. A parking pass will be provided for those who have a car.