Conference Assistant

Responsibilities
Qualifications
Employment Dates
Remuneration
Application
Additional Information

Each Conference Assistant reports directly to his/her assigned Conference Coordinator and performs a variety of duties that assist the Summer Conference Program. These very intense, full-time, live-in, summer positions will challenge the abilities of those chosen and offer them valuable skills in communication and organization. Although weekly schedules will vary, Conference Assistants will work approximately 35 hours per week and are not permitted to have another employment position or be enrolled in summer school courses during the dates of employment.

The Office of University Conferences will hire 15-18 Conference Assistants.

Applications are due Wednesday, March 21, 2012.
Interviews for select candidates will take place between Wednesday, March 21 and Friday, April 6, 2012.
Select candidates will have a group interview session Tuesday, April 10, 2012 from 7:00pm until 9:00pm. All applicants must potentially be available for an interview at this time.
Decisions will be announced Friday, April 13, 2012.
Selected candidates will have an orientation session Wednesday, April 18, 2012 at 7:00 pm.
Dates of employment are Tuesday, May 15, 2012 – Friday, August 3, 2012.

Responsibilities

Responsibilities shall include but are not limited to:

Preparing for all aspects of assigned conferences to ensure a successful program for the conference guests.
Maintaining contact with conference organizers to ensure that the Office of University Conferences is aware of all group needs and potential problems.
Interacting with Conference Managers and other conference staff to ensure all necessary preparations for assigned individual groups have been performed and that the office is ready for the groups’ arrivals.
Attending mandatory weekly staff and team meetings to discuss conference plans and concerns.
Creating and maintaining detailed assigned conferences bills.
Entering guest and conference data into the conference database system and preparing all guest check-in materials.
Adhering to assigned work schedules and maintaining accurate conference operational records.
Performing daily customer service operations such as handling guest check-in and check-out, explaining procedures, giving directions, and reporting specific needs/concerns of guests.
Providing a staff presence at various conference functions taking place on campus.
Serving as a greeter and card swiper in the DUC Dining Terraces on a rotating basis.
Serving as a resource/referral person for conference guests by responding to requests for information about Emory and the Atlanta community.
Taking telephone messages for conference guests and maintaining message boards and detailed desk logs at each of the Conference Information Desks.
Assisting with the timely distribution of mail for conference guests.
Responding to emergency maintenance requests by contacting the appropriate person(s).
Verifying the set-up of various audio-visual equipment and catering requests in meeting rooms throughout campus as well as physically arranging rooms if necessary.
Preparing guests’ rooms prior to conference groups’ arrivals.
Reporting any defects or damages to guests’ rooms including necessary routine repairs.
Conducting a weekly linen exchange to specified rooms.
Distributing and removing linen from guests’ rooms before and after the guests’ stay on campus.
Assisting with laundry pick-up and delivery as needed.
Assisting Manager 2 in completing an inventory of all linen closets at the conclusion of the summer.
Assisting Manager 1 in keeping accurate key inventories and documenting all key problems.
Sharing on-call responsibilities with other Conference Assistants and responding to emergencies.
Attending a mandatory training session during spring semester.
Participating as a member of a staff team that will be composed of one Conference Coordinator and 8-9 Conference Assistants. The Conference Assistants will report directly to their Conference Coordinator. The Conference Assistants are responsible for sharing ideas, problems, concerns, and suggestions for possible improvements with the Conference Coordinators, in addition to helping and supporting fellow staff team members.
Being helpful, friendly, and willing to assist conference guests in any way possible.
Monitoring the physical condition of your assigned residence hall, including reporting emergency maintenance situations to the appropriate person(s).
Completing additional duties as assigned.

Qualifications

Must be an Emory or Oxford College student in good academic and judicial standing.
Must be able to commit to the entire summer dates of employment.
May not be enrolled as a summer student, or hold another position of employment.
Must be able to demonstrate attributes of both a team player and a leader.
Must possess an excellent customer service disposition.
Must be able to serve as a resource for and a positive representative of Emory University.
Must possess a valid driver’s license and must be approved to drive University vehicles by the Office of Risk Management.
Experience within a PC/WindowsXP environment is helpful.

Employment Dates

Dates of employment are Tuesday, May 15, 2012 – Friday, August 3, 2012. Candidates who will not be able to stay through August 3 must include this information in their application. Otherwise, all Conference Assistants will be required to stay through August 3 unless they have been granted special permission by one of the Directors.

Additionally, there will be a training session during the spring semester on Wednesday, April 11, 2012, from 7:00 PM to 9:30 PM.

Each Conference Assistant will be allowed one four-day vacation period during the summer. Conference Assistants must request this time by June 5, 2012. Requests will be approved based upon the individual’s workload during the requested time period.

Conference Assistants will each have one evaluation mid-summer with their Conference Coordinator. Termination may occur at any time during the summer due to one’s performance or lack of compliance with University policy, rules and regulations.

Remuneration

A stipend of $2,500.00, paid in four monthly installments. Since you are not considered a full-time student during the summer, you will be subject to all federal and state taxes, including FICA. All Conference’s personnel returning to the same position will receive an additional $1,000 in addition to the stated stipend.
A furnished private room on central campus. You must live in this room to be available for on-call duties and other responsibilities.
Meals when the DUC Food Court is in service. The Food Court will begin service approximately June 1 and conclude on August 1, 2012. There may be meals during this period when food service is not available.

Application

Please submit the following

A completed application form. (Download here)
A resume and listing of activities in which you are involved.
Two completed recommendation forms. (Download here)

Additional Information

For additional information, please contact:

Office of University Conferences
Emory University
DUC/Drawer B
Atlanta, GA 30322
Phone: (404) 727-0428 | Fax: (404) 727-4774
http://www.emory.edu/CONFERENCES
conferences@emory.edu

Emory University is an equal opportunity/affirmative action employer.