Conference Assistant

2 weeks ago

WinstonSalem, United States Wake Forest University Full time

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.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

This is a temporary position to start on 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. This position pays $10 per hour.

Assist with the coordination of day-to-day operations of summer conferences and camps, and providing quality customer service to sponsors and participants

The Conference Assistant 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 Permission to continue these activities will be withdrawn if these conflict with the performance of job responsibilities.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.

Job Description

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

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

This position pays $10 per hour.

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 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 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 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.

Required Education, Knowledge, Skills, Abilities:

  • 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 customer service skills.
  • Initiative and ability to work independently.
  • Flexible availability.
  • 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.

Accountabilities:

  • Conference Assistant 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.
  • Conference Assistants payroll is on a bi-weekly basis, subject to a schedule published by the Payroll Office.
  • Conference Assistants report directly to the Manager of Conference Services.

Additional Job Description

Disclaimer: 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

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

Part timeNote 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.

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.

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