Summer Events Conference Assistant, Conference Services

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

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Job Description Summary

Job Description

Please Note:

* This is a temporary position to start May 27, 2025 and end August 2, 2025.

* Work week will include evening and weekend hours. This is not a standard M-F, 9-5 work week.

Essential Functions:

• Assist with the coordination of day-to-day operations of summer conferences and camps, and providing quality customer service to sponsors and participants. Assist with the coordination of assigned residence halls, meeting space and meal requirements.

• Conduct pre/post meeting and classroom space inspections.

• Monitor all meeting and classroom spaces utilized by the guests. Maintain daily contact with sponsors or their representative to check on any possible needs or problems.

• Assist with opening classroom space for conference groups.

• Assist with conference check-in and check-out: handle key and maintenance problems, act as an information source, prepare welcome signs, etc.

• Follow up on all sponsor requests in a complete, efficient and timely manner.

• Provide assistance to conference sponsors and participants after normal working hours if necessary or obtain appropriate assistance for them.

• Deliver paperwork to various campus offices and run other errands as needed.

• Works closely with Wake SHIP Coordinator on all aspects of Wake Summer Housing Intern Program (Wake SHIP). Addressing the various needs of the program's participants.

• Attend all staff meetings and training programs as scheduled.

• Promptly and efficiently perform required administrative duties such as distribution of mail, posters and bulletins with careful attention to detail.

• Prepare facilities as necessary for each incoming conference group.

• Provide assistance within the limits of capability and training in an emergency.

• Conduct oneself in such a manner that provides a positive role model on behalf of Wake Forest University to conference guests.

• Perform other duties as assigned.

• Contact Conference Manager or Director when necessary for assistance.

• Communicate effectively with Harvest Table, Facilities, Residence Life and Housing and the Conference & Event Services staff to receive and provide daily updates.

• Perform other duties as assigned.

Required Education, Knowledge, Skills, and Abilities:

• Must have a valid Driver's License.

• Ability to perform minimal physical labor.

• Personal qualities that indicate a high potential for success in the position.

• Ability to handle multiple tasks and deadlines.

• Conscientious, responsible.

• Very organized, and detail-oriented.

• Strong orientation toward customer service work.

• Initiative and ability to work independently.

• Flexible Schedule.

• Energetic.

• Ability to work well with peers.

Preferred Education, Knowledge, Skills, Abilities:

• Customer Service experience.

• Strong communication (written and verbal).

• Working knowledge of Wake Forest Campus.

Conference Assistant Housing Policy:

• Should the Conference Assistant choose to utilize on-campus housing during their employment, they must reside in the residence hall room assigned by the Office of Conference & Event Services. If the Conference Assistant leaves the position, they must move out of the staff room and will be required to move off-campus.

• Any staff member who is terminated will move from the assigned space immediately (within 48 hours).

Note to Applicant: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

The Conference Assistant position is a one-summer commitment. Reappointment for additional summers is not guaranteed but is based upon performance and the successful completion of all interviews and applications required for returning staff. The Conference Assistants' performance is under continuous evaluation so as to maintain the highest standards. Failure to meet any of the qualifications, requirements or responsibilities listed in this agreement or specified by the Manager of Conference & Event Services and/or committing any unprofessional, unethical or other action in direct conflict through electronic formats or otherwise and the Conference & Event Services staff expectations could include but are not limited to, verbal or written warnings, probation or termination.

Additional Job Description

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.