Conference Coordinator

Responsibilities
Qualifications
Employment Dates
Remuneration
Application
Additional Information

The two Conference Coordinators interact on a professional level with summer conference on-site sponsors and guests, supervise 15-18 Conference Assistants, and handle a number of administrative tasks within the Office of University Conferences. These highly visible, high energy, full-time, live-in positions report to the Director of University Conferences. The selected candidates will have their present skills and abilities challenged while developing new management and leadership capabilities within this demanding position. Although your schedule will vary, Conference Coordinators will work approximately 40 hours per week including nights and weekends and are not permitted to have another employment position or be enrolled in summer school courses during the dates of conference employment.

The Office of University Conferences will hire one (1) ACUHO-I Intern or Conference Coordinator.

Applications are due Friday, January 6, 2012 by 5:00 PM.
Interviews for select candidates will take place between Tuesday, January 17, and Friday, February 3, 2012.
Decisions will be announced on Monday, February 13, 2012.
Dates of employment are Tuesday, May 15, 2012 – Friday, August 2, 2012.

Responsibilities

Responsibilities shall include but are not limited to:

Taking on an integral role in the training of Conference Assistants. Coordinators will be responsible for a number of areas during training, including the explanation of some functional areas, as well as the planning of staff development team-building activities.
Supervising a team of 8-9 Conference Assistants, including:
- Planning weekly staff meetings
- Advising Conference Assistants with individual conference responsibilities
- Coordinating at least one staff development event during the summer
- Completing a mid-summer performance evaluation with each Conference Assistant
Conducting weekly one-on-one meetings with your Conference Assistants to make sure they are planning ahead and handling all of the various duties they must complete for each of their conferences.
Collection and approval of all shift requests and time-off requests from the staff your supervise.
Working in conjunction with the five Conference Managers (responsible for various functional areas of the Conferences program) to make sure that your Conference Assistants are fulfilling all of their responsibilities.
Interacting with conference clients to ensure that their needs are being met by their assigned Conference Assistant. This includes being present at both check-ins and check-outs to facilitate smooth transitions in and out of Emory by conference groups.
Working creatively to troubleshoot and solve problems as they arise (scheduling conflicts, last minute requests, etc.).
Completion of on-call responsibilities to be shared between 2 Coordinators and 5 Conference Managers (on-call services are provided 24 hours/day for emergencies and other guest assistance).
Site supervision of various events associated with conferences (i.e. conference guest registration and check-out, catered events, parties, banquets, etc.)
Attendance at, and assistance in facilitation of, a weekly staff meeting.
Participation in interviewing and hiring a staff of 15-18 Conference Assistants.
Developing, creating, and distributing a weekly Conference Newsletter for Emory University employees and departments who assist and work with us during the summer.
Supervision of all billing, including individually checking and signing off on all bills of the staff members you directly supervise.
Scheduling shifts for up to 18 Conference Assistants on a weekly basis.
Ensuring that over the course of the entire summer all Conference Assistants are working approximately the same number of hours.
Rotating Conference Assistants on linen and check-in shifts so that the staff members get to know each other and that groupings are fluid, not static.
Responding to staff requests for time off work and away from campus.
Communicating with Conference Managers and all Conference Assistants to gather information concerning number of staff members needed for each University Conferences event.
Creating weekly on-call schedule for the Conference Assistants.
Monitoring the physical condition of your assigned residence hall, including reporting emergency maintenance situations to the appropriate person(s).
Other duties as assigned.

Qualifications

A current Emory senior, graduate student, or intern in good academic and judicial standing, not enrolled for summer session course work.
Ability to balance multiple responsibilities and ongoing programs.
Effective verbal and written communication skills.
Demonstrable skills in detail management and assertiveness.
Experience in working in on-call situations, and the ability to demonstrate a competence for thriving in a constantly changing work environment.
Familiarity with Emory’s residential facilities is helpful but not required.
Experience with Windows operating environments, as well as typing, word processing, database, and organizational skills.
Supervisory and/or management experience, especially with college-aged students.
A valid driver’s license. Drivers must be approved to drive University vehicles by the Risk Management Division (training will be provided).

Employment Dates

Dates of employment are Friday, May 13, 2011 through Sunday, August 7, 2011. Candidates who will not be able to stay through August 7 must include this information in their application.

There will be a training session during the spring semester on Wednesday, April 13, 2011, from 7:00 PM to 9:30 PM.

Selected candidates must also assist in staff selection, including attending a session on Tuesday, April 5, 2011 from 7:00 PM to 10:00 PM.

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

Each Conference Coordinator will be allowed one four-day vacation period during the summer.

Remuneration

A stipend of $5,000.00, paid in four monthly installments of $1,250.00. 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 Conferences personnel returning to the same position will receive an additional $1,000 in addition to the stated stipend.
A furnished private room in a residence hall on 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, 2011. 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.