Summer Employment

SUMMER CONFERENCE ASSISTANT

DATES OF EMPLOYMENT: May 25, 2024 – August 6, 2024

HOURS: Variable up to 37.5 hours work week to include evening and weekend work.

(Not a standard M-F, 9-5 work week)

JOB DESCRIPTION:

The Conference Assistant is employed from the end of May through the first week of August. The position is considered full-time and does require hours outside of the standard M-F, 9-5 work week. The Conference Assistant will assist in the day-to-day operations of camps and conferences. You will be expected to serve as the liaison to a select group of camps and conferences and routinely follow up with guests to ensure a successful event. This position will require you to work with minors and candidates are required to complete background screenings before employment. Compensation will include hourly wages, which will be determined based on the need for campus housing.

TERMS OF EMPLOYMENT:

• The SCA may not engage in other paid employment or significant volunteer activities without the written permission of the Manager of Conference Services. Permission to continue these activities will be withdrawn if these conflict with the performance of job responsibilities. 
• Work week may vary and include weekends. 
• The SCA payroll is on a bi-weekly basis, subject to a schedule published by the Payroll Office. 
• The SCA reports directly to the Manager of Conference Services. 

RESPONSIBILITIES:

• Assist with the coordination of day-to-day operations of summer conferences and camps, and providing quality customer service to clients 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 representatives 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 client 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 the Wake SHIP Coordinator on all aspects of the 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 the 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.  

REQUIREMENTS:

• Valid Driver’s License

• Ability to perform minimal physical labor.
• Personal qualities that indicate a high potential for success in the position.

IMPORTANT QUALITIES:

• Ability to handle multiple tasks and deadlines
• Conscientious, responsible
• Very organized, and detail-oriented
• Strong customer service skills
• Initiative and ability to work independently
• Flexible Schedule
• Energetic
• Ability to work well with peers

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. 

HELPFUL SKILLS:

• Customer Service experience
• Strong communication (written and verbal)

SUMMER EVENT COORDINATOR

DATES OF EMPLOYMENT: May 25, 2024 – August 6, 2024

HOURS: Variable 37.5 hours work week to include evening and weekend work.

(Not a standard M-F, 9-5 work week)

JOB DESCRIPTION:

Conference & Event  Services Summer Event Coordinators are employed from the end of May through the first week of August. Positions are considered full-time and do require hours outside of the standard M-F, 9-5 work week. The Summer Event Coordinator (SEC) will assist in the day-to-day operations of camps and conferences. You will be expected to serve as the liaison to a select group of camps and conferences and routinely follow up with guests to ensure a successful event. This position will require you to work with minors and candidates are required to complete background screenings before employment. Compensation will include hourly wages and housing. 

TERMS OF EMPLOYMENT:

• SECs reside in a residence hall room assigned by the Summer Conference staff. If a staff member leaves the position, s/he must move out of the staff room and will be required to move-off campus. 
• SECs may not engage in other paid employment, summer school or significant volunteer activities without the written permission of the Conference & Event Services Manager. Permission to continue these activities will be withdrawn if there is a conflict with the performance of SEC job responsibilities. 
• SECs may not be away from campus without prior permission of the Manager of Conference and Event Services. Staff members are expected to be on campus most weekends. 
• Payroll is on a bi-weekly basis and is subject to a schedule published by the Payroll Office. 
• SECs report directly to the Manager of Conference & Event Services. 
• SECs will be required to attend training May 26 – June 2, 2023.

RESPONSIBILITIES:

• Assist with the coordination of assigned residence halls, meeting space and meal requirements. 
• Serve as the liaison to the on-site group coordinator to oversee the day-to-day operations with camps and conferences. 
• Conduct pre/post meeting and classroom space inspections. 
• Monitor all meeting and classroom spaces utilized by guests. 
• Place appropriate directional and information signage around campus for conferences. 
• 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. 
• 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. 
• Be knowledgeable in the area of University policies and procedures and be able to appropriately explain and implement them. 
• Be knowledgeable in the area of Summer Conferences, University and community resources, events and services.
• 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. 

On Call Duties:

• Provide on-call service throughout the summer as Conference Staff.
• When on call, respond to issues that may arise after normal business hours. 
• Contact Conference Manager or Director when necessary for assistance. 
• Maintain an accurate log of after hours problems that occur nightly. 
• 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. 

REQUIREMENTS:

• Currently enrolled at Wake Forest University as a student. 
• Valid Driver’s License

• Ability to perform minimal physical labor.
• Personal qualities that indicate a high potential for success in the position.
• In good standing with the University (i.e. no disciplinary sanctions currently in effect). 

IMPORTANT QUALITIES:

• Ability to handle multiple tasks and deadlines
• Conscientious, responsible
• Very organized, and detail-oriented
• Strong customer service skills
• Initiative and ability to work independently
• Flexible Schedule
• Energetic
• Ability to work well with peers
• Working knowledge of Wake Forest campus. 

Summer Event Coordinator Housing Policy:

• Only the Summer Event Coordinators may reside in the residence hall room assigned by the office of Conference & Event Services. If a staff member 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). 

The Summer Event Coordinator 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 Summer Event Coordinators’ 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, with the policies outlined in the Wake Forest Student Code of Conduct, and the Conference & Event Services staff expectations could include, but are not limited to, verbal or written warnings, probation or termination.