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Conference and Event Services Assistant
Job Category:   Events
Unit:   Housing and Residence Life
Position Code:   TRL7644A
Status:   Closed
Number of positions open:   2
Hours per week:   18
Closing Date:   12/05/2017
Salary:   $11.00
Location:   Campus Site
 
 
Description:  

The Conference & Event Services Assistant (CESA) for Housing & Residence Life works with the Manager of Conference and Event Services to create a positive housing and customer service experience for summer conference guests and academic year clients who book events in Housing meeting spaces and across campus. Customer service skills are necessary for CESA interaction with guests & clients during desk shifts, on-call response, opening & closing, office hours and documentation of policy violations. Emphasis is placed on interpersonal communication, teamwork, attention to detail, and quality customer service in order for the Housing office to implement a smooth, effective and efficient staffing model. Day to day tasks and responsibilities may shift for CESA's on a weekly basis, so a high degree of flexibility, adaptability, and attention to individual guests' needs is necessary. CESA's report directly to the Manager of Conference and Event Services as well as work indirectly with Residence Life and Business Operations staff.

The Conference & Event Services Assistant will support and consult with the Manager of Conference and Event Services, on tasks related to check-ins and check-outs of rooms/suites, housing meeting spaces, and campus event facilities. In addition, they will assist with daily administrative tasks and event preparation. CESA’s must also provide excellent customer service and accurate information to guests related to their conference or event. These tasks include but are not limited to:
1. On-Site Conference & Event Support
• Provide accurate, timely and appropriate information to guests/clients using customer service framework.
• Maintain clear, accurate, timely and professional communication and visibility with campus partners, clients and staff.
• Assist in preparing and filing contract paperwork.
• Submit facility work orders, catering requests, room rental requests, parking requests, etc.
• Perform site checks and assist with event set-up and clean-up for events and conference program, including setting up tables, chairs, A/V equipment, and signage.
• Assist in maintaining Housing reservation system; including approving and denying meeting room requests.
• Prepare keys and paperwork for conference guests including auditing, prepackaging and accurately tracking and inputting data into conference programmer software.
• Assist in accurate key management including maintenance of key inventories, updating Business Operations on lost/damaged keys, replacement of lost keys, and notifying guests about lost keys (if applicable).
• Perform necessary administrative tasks related to the Check-In & Check-Out process with high attention to detail, accuracy and neatness.
• Conduct safety and security checks to identify room concerns and submit maintenance requests as necessary.
• Provide on-call support, trouble-shoot, and problem solve for overnight conference guests. This requires communicating to and following up with appropriate guests and supervisor regarding needs, in a timely manner.
• Occasionally required to sleep in designated duty room overnight in order to respond to conference guest needs.
• Assist in maintaining front desk operations by working designated desk shifts, being knowledgeable about front desk operations and preforming necessary tasks as needed (specific to conference check-in & check-out).
• Regular participation in physical tasks such as delivery of conference items to various buildings (i.e. mini-fridges, dishes, fans, linen etc.), set up and upkeep of directional sandwich boards, and maintaining inventory.
• Create invoices for conferences and events upon completion.

2. Teamwork and Development
• Build working relationships with all Housing & Residence Life student & professional staff as well as campus constituents.
• Positively and constructively work in a team environment to accomplish administrative tasks, interact with guests/clients and perform successful check in’s and check out’s.
• Participate and engage in staff meetings through discussion, task assignment and staff development.
• Participate in self and peer evaluations and provide feedback to the Manager of Conference and Event Services to assess and improve conference services.
• Assist campus partners (Dining, Lakeside Catering, Facilities Management and TAPS) in providing services to clients using Housing meeting spaces.

Desirable Attributes
1. Experience completing tasks that require a high level of attention to detail.
2. Experience in customer service and ability to work in a fast-paced environment.
3. Ability to adapt to new and constantly changing work situations.
4. Ability to communicate clearly and effectively.
5. Experience with on-campus living.
6. Minimum of 1 year served as a Housing & Residence Life student employee.

Terms of Employment
1. Ability to work a minimum of 15 hours and a maximum of 18 hours/week during the academic year and up to 40 hours a week during summer conference season as well as occasional holidays and breaks. Schedule dependent on classes and event needs. Schedule will flex when CESA’s are required to stay on-call overnight.
2. Compensation package includes hourly wage of 10.50/hour as well as temporary housing/meal accommodations during overnight conferences.
3. Must be able to attend 1-week training prior to the start of each semester.
4. Hold no additional employment on campus during term of employment.
5. Refrain from any curricular or extra-curricular activities that may require significant time commitments. Must obtain supervisory approval, especially to participate in reoccurring activities.
6. Fulfill position requirements as described in this document, the position agreement, and as assigned while in the position.

 
Qualifications:   The Conference & Event Services Assistant will support and consult with the Manager of Conference and Event Services, on tasks related to check-ins and check-outs of rooms/suites, housing meeting spaces, and campus event facilities. In addition, they will assist with daily administrative tasks and event preparation. CESA’s must also provide excellent customer service and accurate information to guests related to their conference or event. These tasks include but are not limited to:
1. On-Site Conference & Event Support
• Provide accurate, timely and appropriate information to guests/clients using customer service framework.
• Maintain clear, accurate, timely and professional communication and visibility with campus partners, clients and staff.
• Assist in preparing and filing contract paperwork.
• Submit facility work orders, catering requests, room rental requests, parking requests, etc.
• Perform site checks and assist with event set-up and clean-up for events and conference program, including setting up tables, chairs, A/V equipment, and signage.
• Assist in maintaining Housing reservation system; including approving and denying meeting room requests.
• Prepare keys and paperwork for conference guests including auditing, prepackaging and accurately tracking and inputting data into conference programmer software.
• Assist in accurate key management including maintenance of key inventories, updating Business Operations on lost/damaged keys, replacement of lost keys, and notifying guests about lost keys (if applicable).
• Perform necessary administrative tasks related to the Check-In & Check-Out process with high attention to detail, accuracy and neatness.
• Conduct safety and security checks to identify room concerns and submit maintenance requests as necessary.
• Provide on-call support, trouble-shoot, and problem solve for overnight conference guests. This requires communicating to and following up with appropriate guests and supervisor regarding needs, in a timely manner.
• Occasionally required to sleep in designated duty room overnight in order to respond to conference guest needs.
• Assist in maintaining front desk operations by working designated desk shifts, being knowledgeable about front desk operations and preforming necessary tasks as needed (specific to conference check-in & check-out).
• Regular participation in physical tasks such as delivery of conference items to various buildings (i.e. mini-fridges, dishes, fans, linen etc.), set up and upkeep of directional sandwich boards, and maintaining inventory.
• Create invoices for conferences and events upon completion.

2. Teamwork and Development
• Build working relationships with all Housing & Residence Life student & professional staff as well as campus constituents.
• Positively and constructively work in a team environment to accomplish administrative tasks, interact with guests/clients and perform successful check in’s and check out’s.
• Participate and engage in staff meetings through discussion, task assignment and staff development.
• Participate in self and peer evaluations and provide feedback to the Manager of Conference and Event Services to assess and improve conference services.
• Assist campus partners (Dining, Lakeside Catering, Facilities Management and TAPS) in providing services to clients using Housing meeting spaces.

Desirable Attributes
1. Experience completing tasks that require a high level of attention to detail.
2. Experience in customer service and ability to work in a fast-paced environment.
3. Ability to adapt to new and constantly changing work situations.
4. Ability to communicate clearly and effectively.
5. Experience with on-campus living.
6. Minimum of 1 year served as a Housing & Residence Life student employee.

Terms of Employment
1. Ability to work a minimum of 15 hours and a maximum of 18 hours/week during the academic year and up to 40 hours a week during summer conference season as well as occasional holidays and breaks. Schedule dependent on classes and event needs. Schedule will flex when CESA’s are required to stay on-call overnight.
2. Compensation package includes hourly wage of 10.50/hour as well as temporary housing/meal accommodations during overnight conferences.
3. Must be able to attend 1-week training prior to the start of each semester.
4. Hold no additional employment on campus during term of employment.
5. Refrain from any curricular or extra-curricular activities that may require significant time commitments. Must obtain supervisory approval, especially to participate in reoccurring activities.
6. Fulfill position requirements as described in this document, the position agreement, and as assigned while in the position.
 
To Apply:   Apply on-line

NOTICE: This position is not open. We are not accepting applications at this time.

As of January 1, 2014 the University of California, Merced will be a smoke and tobacco free workplace. Information and the Smoke and Tobacco Free policy is available at
http://smokefree.ucmerced.edu

 
    The University of California at Merced is an affirmative action/equal opportunity employer with a strong institutional commitment to the achievement of diversity among its faculty, staff and students.
 
For more information:   Contact: Deborah Henderson at dhenderson8@ucmerced.edu




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