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Conferences Supervisor 2019 Job Description

SUMMARY

Conferences@UVA is part of Housing and 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 upper class apartments. Each summer, we execute over 100 conferences and serve approximately 12,000 guests. 

The Conference Supervisor (CS) leads and motivates a team of conference assistants (CAs) and they are responsible for assisting and delegating tasks and executing daily activities related to conferences both in the office and out in the field while providing exceptional customer service to a number of clients. The CS serves as the conference expert and client liaison 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. This includes client communications, managing conference information for billing purposes, overseeing 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. Since our office is open seven days a week during the summer, the CS is required to work a flexible hourly schedule, including some nights, weekends, and holidays. The hours of the position will be approximately 35-40 hours a week, and will include participation in a mandatory paid after-hours on-call rotation.

RESPONSIBILITIES

Supervision and Conference Operational Duties

  • Assist in interviewing, evaluating, hiring and training of CAs and supervisors, and lead weekly staff meetings and teambuilding
  • Oversee, support, and participate 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 a group’s arrival and post-inventoried after the group’s departure
  • Scheduling and participating in room inspections as needed prior to and post conferences
  • Coordinating and participating in the distribution and collection of new and used linens/pillows to rooms and other required onsite tasks
  • Creating and distributing signage as needed
  • Assisting with bed-lowering as needed
  • Coordinating transportation training and providing transportation as needed with company vehicle
  • Abide by and be knowledgeable of University and Conferences@UVA operating procedures, policies, and philosophies
  • Other duties as assigned

Conference Customer Service

  • Serve as a Conference Expert for an assigned number of conference groups while working with the CAs, 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, submitting necessary information to service partners in a timely manner
    • Oversee program’s check-ins/out (through staffing, set-up and breakdown)
    • Ensure check-in/out summary records are properly documented and accurate related to attendance for assigned conference groups
    • Oversee conference prep for assigned conferences (inspections, key packing, 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 departure
  • Other duties as assigned

On-Call Rotation

  • Participate in the after-hours on-call rotation with other supervisors, during which the CS is responsible for answering after-hours on-call phone and handling after-hours issues (lock-outs, lost keys, facilities issues, etc.)
  • Respond to and report incidents and emergencies as needed to supervisors and emergency responders when necessary

QUALIFICATIONS

  • Must be a full-time UVA undergraduate or graduate student in good standing throughout employment
  • Previous experience in Conferences@UVA and/or leadership roles preferred
  • Ability to work as a member of a team, motivate others and hold peers accountable
  • Strong interpersonal, customer service, delegation, prioritization, and organizational skills are required, along with demonstrated close attention to detail
  • Willingness and ability to learn proper emergency procedures, crisis management techniques, and protocols
  • 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. Previous knowledge of CS Gold and StarRez preferred, but not required
  • Will be required to lift up to 25 pounds
  • A valid U.S. Driver’s License with positive point balance is required
  • Prior work experience is preferred, but not required

OTHER INFORMATION

Conditions of Employment

  • Employment will begin on Monday, February 18, 2019 through the end of the spring semester averaging 10 hours a week. Beginning Saturday, May 11, 2019 until Tuesday, August 13, 2019 the CS will work 35-40 hours, as well as assigned after-hours on-call rotations.
  • The CS must live on-Grounds in assigned housing (at no charge – see Remuneration)
  • Mandatory staff training sessions may possibly be scheduled in April (dates provided once schedule is confirmed)
  • The CS must be willing to work a flexible work schedule:
    • On average, the CS will work approximately 35-40 hours per week and participate in after-hours on call rotations. Some weeks will be busier than others.
    • The CS will be expected to work weekends, some nights, and possibly Memorial Day, and the Fourth of July
    • The CS will be expected to lead and participate in teambuilding activities
    • Time off must be preapproved and is at the discretion of the Assistant Director
    • There will be no time off granted during the first and last week of employment

Remuneration

Conference Supervisors will be paid $11.00 per hour and are provided free summer housing with access to kitchen facilities throughout the duration of their employment. The CS is required to live in their assigned University housing while employed with Conferences@UVA during the summer. All residential facilities are smoke-free. Internet and utilities are provided. Washer/dryer units are available in the residence area, and the CS is responsible for paying for their own laundry. Staff must provide their own linen, dishes, pots, pans, and other basic housewares during their stay. A parking pass will be provided for those who have a car.