SENIOR CONFERENCE ASSISTANT  JOB DESCRIPTION

The Senior Conference Assistant (SCA) serves as part of the conference hall leadership team and performs additional administrative functions beyond the Conference Assistant position.  All SCAs are hired as part of the full summer conference housing team.  While each SCA will have a primary placement in a designated conference hall, the SCA responsibilities will serve all conference halls during large building turnovers and coverage needs.

The SCA role is a 30-hour/week position including weekend work. The actual number of hours worked per week may fluctuate based on the occupancy and needs of the conference halls.

RESPONSIBILITIES

Administrative

• Assist conference hall leadership team with planning conference group check-in and check-out procedures, communication with conference groups, room assignments and scheduling
• Schedule Conference Assistant staff work teams for room turnover, conference group preparation and front desk coverage
• Assist with facilitation of weekly staff meetings and ongoing staff training
• Reconcile conference guest rosters in the StarRez conference housing system
• Prepare damage reports and associated billing
• Prepare and submit final rosters and billing

Guest Services

• Work 10-15 hours per week at the front desk
• Assist with check-ins, check-outs, issuing keys, room assignments, and conference guest registration
• Greet conference guests and answer inquiries pertaining to hall services, directions, and area attractions
• Prepare conference materials including maps, rosters, information sheets, and bulletin boards
• Answer front desk phone; receive and deliver messages
• Present a positive and professional image of NAU at all times
• Provide excellent customer service to conference groups at all times
• Serve on-call to handle questions, problems, and emergencies

Building/Room Preparation

• Lower/raise lofted beds at beginning/end of conference season
• Turn over rooms in between each conference:
  • Clean showers, sinks, toilets, floors, and mirrors in suite bathrooms
  • Bundle/place clean linen and remove used linen; make beds at times for specific conferences
  • Assess/report damages and additional maintenance/custodial needs after each conference
  • Inventory and inspect each room before a group’s arrival and after the group departs
  • Properly label lost and found items and leave items at front desk
• Identify custodial and maintenance concerns for public areas
• Set up meeting spaces including  arranging tables and chairs, and re-setting furniture after meetings
• Assist with assessing and reporting building-wide facility needs at beginning/end of conference season

Staff/Team Member

• Attend all staff meetings (weekly standing meetings and meetings scheduled as needed)
• Attend and participate in all conference staff training and team development sessions
• Adhere to all University Code of Conduct and Standards of Residence policies
• Assist with other team duties as assigned

QUALIFICATIONS

• Preferred - previous summer conference employment experience, or related experience in hospitality field
• Preferred – experience with supervision, project management, or elevated administrative duties
• Strong public relations, customer service and communication skills
• Ability to work independently and as part of a team
• Flexibility and ability to handle potentially stressful situations
• Positive and professional attitude
• Attention to detail and strong organizational skills
• Ability to perform physical labor including cleaning duties, lifting linen bundles, and moving furniture

EMPLOYMENT STIPULATIONS

• SCAs may take one online class each session.  SCAs must possess a 2.5 cum GPA after spring semester for classes to be taken.
• Outside employment not permitted.

EMPLOYMENT DATES & REMUNERATION

• Exact employment dates and stipend amounts will be indicated when a contract is offered.
• Dates will vary depending on conference schedule.  Start date will likely be the week of May 20 and end date will likely be the week of August 5
• Senior Conference Assistants will receive a stipend approximately $2,200 (dependent on actual dates of employment), a single residence hall room, and a meal plan during the period of employment.

CONFERENCE ASSISTANT  JOB DESCRIPTION

Conference Assistants (CA) are hired as part of the full summer conference housing team.  While each CA will have a primary placement in a designated conference hall, CAs serve all conference halls during large building turnovers and coverage needs.

The CA role is a 30-hour/week position including weekend work. The actual number of hours worked per week may fluctuate based on the occupancy and needs of the conference halls.

RESPONSIBILITIES

Guest Services

• Work 10-15 hours per week at the front desk
• Assist with check-ins, check-outs, issuing keys, room assignments, and conference guest registration
• Greet conference guests and answer inquiries pertaining to hall services, directions, and area attractions
• Prepare conference materials including maps, rosters, information sheets, and bulletin boards
• Answer front desk phone; receive and deliver messages
• Present a positive and professional image of NAU at all times
• Provide excellent customer service to conference groups at all times
• Serve on-call to handle questions, problems, and emergencies

Building/Room Preparation

• Lower/raise lofted beds at beginning/end of conference season
• Turn over rooms in between each conference:
  • Clean showers, sinks, toilets, floors, and mirrors in suite bathrooms
  • Bundle/place clean linen and remove used linen; make beds at times for specific conferences
  • Assess/report damages and additional maintenance/custodial needs after each conference
  • Inventory and inspect each room before a group’s arrival and after the group departs
  • Properly label lost and found items and leave items at front desk
• Identify custodial and maintenance concerns for public areas
• Set up meeting spaces including  arranging tables and chairs, and re-setting furniture after meetings
• Assist with assessing and reporting building-wide facility needs at beginning/end of conference season

Staff/Team Member

• Attend all staff meetings (weekly standing meetings and meetings scheduled as needed)
• Attend and participate in all conference staff training and team development sessions
• Adhere to all University Code of Conduct and Standards of Residence policies
• Assist with other team duties as assigned

QUALIFICATIONS

• Strong public relations, customer service and communication skills
• Ability to work independently and as part of a team
• Flexibility and ability to handle potentially stressful situations
• Positive and professional attitude
• Attention to detail and strong organizational skills
• Ability to perform physical labor including cleaning duties, lifting linen bundles, and moving furniture

EMPLOYMENT STIPULATIONS

• CAs may take one class each session; however due to tight scheduling and need for flexibility, only online web-based classes may be taken. CAs must possess a 2.5 cum GPA after spring semester for classes to be taken.
• Outside employment not permitted.

EMPLOYMENT DATES & REMUNERATION

• Exact employment dates and stipend amounts will be indicated when a contract is offered.
• Dates will vary depending on conference schedule:
  • For a full-summer contract, start date will likely be the week of May 20 and end date will likely be the week of August 5
  • For a partial-summer contract, start date will likely be the week of May 20 and end date will likely be the week of July 1
• Conference Assistants will receive a stipend dependent on actual dates of employment, a single residence hall room, and a meal plan during the period of employment. Stipends:
  • full-summer contract - approximately $1900 stipend (dependent on actual dates of employment)
  • partial-summer contract - approximately $950 stipend (dependent on actual dates of employment)