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 Tuesday, March 19, 2013.
Interviews for select candidates will take place between Monday, March 25 and Friday, April 5, 2013.
Select candidates will have a group interview session Tuesday, April 9, 2013 from 7:00pm until 9:00pm. All applicants must potentially be available for an interview at this time.
Decisions will be announced Thursday, April 11, 2013.
Selected candidates will have an orientation session Wednesday, April 17, 2013 at 7:00 pm.
Dates of employment for central campus are Tuesday, May 14, 2013 – Saturday, August 12, 2013.
Dates of employment for Clairmont Campus are Friday, May 17, 2013 -- Tuesday, August 20, 2013.

Responsibilities

> clairmont campus conference assistants (CCCA) responsibilities

Responsibilities for all Conference Assistants 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 10-15 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.

Two (2) additional CAs will be hired for our CLAIRMONT CAMPUS operation. Both Clairmont CAs will have the following responsibilities, which encompass general office tasks and each handling 1-2 conferences held at the Clairmont Campus. Responsibilities include, but are not limited to:

Preparing for all aspects of assigned conferences to ensure a successful program for the conference guests, including entering guest and conference data into the conference database system and preparing all guest check-in materials.
Maintaining contact with conference organizers before and during their stay to ensure that the Office of University Conferences is aware of all group needs and potential problems.
Interacting with Conferences staff members and the Clairmont Community Office to ensure all necessary preparations for assigned individual groups have been performed and that the office is ready for the groups’ arrivals.
Representing University Conferences at the Clairmont Community Office and performing assigned office duties, including answering phones, performing key inventories, handling maintenance requests and responding to lock-outs.
Performing daily customer service operations such as handling guest check-in and check-out, explaining procedures, giving directions, reporting specific needs/concerns of guests, and serving as a resource on the Emory and Atlanta community.
Attending mandatory weekly staff meetings to discuss conference plans and concerns.
Creating and maintaining detailed assigned conferences bills.
Adhering to assigned work schedules
Verifying the set-up of audio-visual equipment and catering requests in meeting rooms throughout Clairmont Campus, as well as physically arranging rooms if necessary.
Preparing guests’ rooms prior to arrivals, including the delivery and set up of linen, and linen removal when guests leave campus.
Completing apartment inspections before and after guest stays and reporting any defects or damages to guests’ rooms, including necessary routine repairs.
Assisting the Summer Intern Housing Program (SIHP) Manager with intern check-in, check-out, rent payments and other SIHP tasks.
Sharing on-call responsibilities with other Conferences staff members and responding to emergencies whenever they may arise.
Attending a mandatory training session during spring semester.
Participating as a member of a staff team that will be composed of the Assistant Director, the SIHP Manager, 1 other Conference Assistant, and 3-5 other staff members. The Conference Assistants are responsible for sharing ideas, problems, concerns, and suggestions for possible improvements with the Assistant Director and SIHP Manager, in addition to helping and supporting fellow staff team members.
Being helpful, friendly, and willing to assist guests in any way possible.
Completing additional duties as assigned.

In addition, the Clairmont CAs will be responsible for one of two following areas:

CCCA A: Mail and Packages

Sorting and delivering mail each weekday between the hours of 2 p.m. and 6 p.m
Monitoring package notifications and send out email notifications to SIHP participants each weekday
Regularly communicating with the Associate Director of the SAAC regarding any missing mail or packages or other concerns from SIHP participants or staff
Updating the mailbox assignment list at least once a week
Handling any communications to SIHP office regarding mail or package delivery concerns
Keeping staff informed of any changes to mail procedures or ongoing issues with deliveries and communicating regularly with the SIHP Manager about mailroom activities
Gathering forwarding addresses from all SIHP participants
Removing participants from the mailbox assignment list as they check out and forwarding their mail to their permanent address

CCCA B: Parking and Keys

Keeping records of the distribution of parking passes, and determining if more passes need to be requested before future check-ins
Performing an audit of all parking passes and the parking pass log for accuracy once a week
Following up with any participants that have not submitted complete parking paperwork or did not return a temporary move-in pass within 48 hours of arrival
Communicating with the parking office regularly regarding any parking issues
Returning completed parking pass forms to the Parking Office as needed (typically 1-2 times per week)
Keeping staff informed of any changes to parking pass policies or procedures and communicating regularly with the SIHP Manager about lingering parking pass issues
Performing an audit of all SIHP and Conference room keys once a month
Working with the SIHP Manager and other CA to ensure all lock changes are charged to participants and paperwork properly filed
Ensuring codes have been updated in the key log for any SIHP and Conferences guest lock changes
At end of summer, assisting the Assistant Director with coordinating the transfer of keys to the Residence Life staff

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 14, 2013 – Wednesday, August 7, 2013 for main campus Conference Assistants. Dates of employment are Friday, May 17 - Tuesday, August 20, 2013 for Clairmont Campus CAs.

Candidates who will not be able to stay through August 20 must include this information in their application. Otherwise, all Conference Assistants will be required to stay through August 7 (main) or August 20 (Clairmont) 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 17, 2013, 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 10, 2013. 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, 2013. There may be meals during this period when food service is not available.

Application

Please submit the following

A completed application form. (application will open in new window)
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.