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Student Staff

 

Conference Assistant

Conferences@UVA is seeking up energetic and organized UVA undergraduates to join our team as Conference Assistants (CA). During the summer months, UVA hosts thousands of visitors in our residence halls. Our team of CAs play a vital role in the success of the summer conference season, providing front line customer service and back-of-house operational assistance. CAs provide a wide variety of day-to-day tasks, including preparation and inventory of room keys, record-keeping, and other program and guest-related duties.

This is a physically active position which will require time spent outside in our residential areas, in addition to office work.

Employment dates are Saturday, May 10-Sunday. August 10, 2025. Hours for the position will average between 25-30 per week. CAs must be able to commit to a flexible work schedule that incudes some weekends, evenings, and possible holidays; and to participate in mandatory training on Saturday, May 10 and Monday, May 12, 2025.

Responsibilities

  • Assist in daily operational tasks necessary to operate successful conference programs including, but are not limited to:
    • Ensuring that keys, access cards, and dining cards are properly labeled and packed before a program’s arrival and post-inventoried after their departure.
    • Assembling complete welcome and check-in materials for incoming programs.
    • Assisting program representatives with their on-site check-ins and check-outs as needed.
    • Welcoming and assisting visitors with finding their rooms and moving their belongings in and out of our residence areas.
    • Checking guests in and out of StarRez after arrival/departure.
    • Conducting room inspections both before and after a program has been in residence.
    • Distributing and collecting linens for certain programs.
    • Distributing and hanging/removing signage in buildings as needed.
    • Assisting with bed lowering if requested.
    • Troubleshooting door access issues.
  • Assist at the front desk by answering phones and emails and attending to walk-in guests.
  • Work in the field in residence hall areas as needed, distributing and placing linens for certain groups, hanging or removing signage, inspecting spaces, and assisting programs with guest move-in/out and special requests.
  • During Graduation and Reunions Weekends and other special programs, manning guest check-ins and check-outs and providing friendly assistance as needed to our guests.
  • Provide excellent customer service to our program representatives.
  • Ensure proper record-keeping of bed-nights, lost keys, and special services for program billing purposes.
  • Reporting incidents and emergencies to supervisors and emergency responders when necessary.
  • Other duties as assigned.

Qualifications

  • Must be a full-time UVA undergraduate student in good standing throughout employment.
  • Ability to work as a member of a team.
  • Strong customer service skills.
  • Self-motivated with capacity for self-directed work.
  • Strong organizational, prioritization, and problem-solving abilities.
  • Flexible, positive, adaptable, and able to work in a fast-paced environment.
  • Ability to use Microsoft Office Suite programs and ability to learn new 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.

All interested applicants are encouraged to apply to the posting at app.joinhhandshake.com. This posting also contains additional information about the position.

While this position will remain open until all spots are filled, applicants are encouraged to apply by Friday, March 7, 2025.

 

 

Conference Supervisor
 

Conferences@UVA is seeking up energetic and organized UVA undergraduates to join our team as Conference Operations Supervisors (CS). During the summer months, UVA hosts thousands of visitors in our residence halls. CSs will assist with planning for the upcoming 2025 summer conference season and serve as conference experts for an assigned group of summer conference programs, providing exceptional customer service and tasks including client communications, coordinating event logistics, and information management.

CSs will also assist in the recruitment, hiring, and training of our summer student team, which they will lead, motivate, and supervise throughout the summer. This position is not strictly an office role, but will require time spent outside in our residential areas.

Hours for the position wil average 8-10 hours per week during the Spring 2025 semester, beginning on Monday, January 27, 2025. From Saturday, May 10-Friday August 10, 2025, hours will average between 25-30 per week. CSs must be able to commit to a flexible work schedule that includes some weekends, evenings, and possible holidays; and to participate in mandatory training on Saturday, May 10 and Monday, May 12, 2025.
 

Responsibilities

Information Management - 25%

  • Manage information in StarRez housing software (training will be provided), ensuring accurate guest data entry and continued maintenance of accurate client records for billing purposes.
  • Communicate with clients to ensure timely receipt of rosters, guarantees and other documentation.
  • Work with service partners to ensure dining needs and special requests are met, and facilities issues are addressed.

Operations and Supervision - 55%

  • Supervise conference staff in preparing for conference group arrivals and departures.
  • Obtain and print rosters, labels, signage, and other program-related materials.
  • Manage linen inventory and lead and participate in its distribution as events require it.
  • Schedule, oversee, and participate in building inspections prior to and post conferences.
  • Organize staff transportation to and from check-in/out locations.
  • Coach, mentor, motivate, and support Conference Assistants in daily activities through example by active participation.
  • Participate in the summer staff hiring process by recruiting candidates, reviewing applications, interviewing and selection. Assist in the development and delivery of team member training.
  • Understand, comply with, and uphold University and Conferences@UVA operating procedures, policies, and philosophies.
  • Participate in regular planning meetings with the leadership team and full team.
  • Other duties as assigned.

Customer Service - 20%

  • Serve as a conference expert for an assigned number of summer conference programs, working in tandem with professional staff to provide exceptional customer service to clients and guests, and ensuring proper record keeping of bed-nights and services for billing purposes.
  • Address client issues and concerns, and problem-solving as needed.
  • Work with assigned clients to obtain event details and ensure the successful execution of their programs through clear communication and delegation to team members.

All interested applicants are encouraged to apply to the posting at app.joinhhandshake.com. This posting also contains additional information about the position.

 

The University of Virginia does not discriminate on the basis of age, color, disability, gender identity or expression, marital status (which includes active duty service members, reserve service members, and dependents), national or ethnic origin, political affiliation, pregnancy (including childbirth and related conditions), race, religion, sex, sexual orientation, veteran status, and family or genetic information, in its programs and activities. See the complete Notice of Non-Discrimination and Equal Opportunity for more information.