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Seasonal Part Time

4 months ago

San Diego, United States Aztec Shops, SDSU Full time

**SUMMARY**:
Under routine direction of the Conference Services General Manager, this position is responsible for working directly with group leaders in facilitating logistics arrangements for conference groups and responding to the day-to-day needs of individuals in the conference and summer school programs. This position requires the incumbent to be available to work a specific period of time, approximately May 18th through August 10th. This position may require a flexible schedule during stated times and may include early morning, late evening shifts and some weekend shifts.

**ESSENTIAL DUTIES AND RESPONSIBILITIES DEPENDING ON LOCATION**:
**NOTE: The duties listed below are examples of the variety and general nature of those performed by employees in this job description. The list is descriptive only and should not be used for any other purpose. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is not an all-encompassing list and additional duties may be assigned based on business needs. The responsibilities listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.**
- Acts as a liaison for San Diego State University (SDSU) Conference Services in assuring that accommodations for lodging, meetings, facilities, meals and other arrangements are coordinated and scheduled as specified in each conference group’s contract or subsequent amendments.
- Attends weekly meetings with senior staff members and several times a week with the Conference Services Senior Manager.
- Assists the Conference Services Managers with logístical arrangements for conference groups prior to arrival as well as when the group is officially on-site.
- Oversees completion of registration forms, preparing welcome materials, conducts welcome orientations and campus tours.
- Coordinates the check in/out process of groups, to include working with the Campus Partner Coordinators to ensure proper and timely set-up of tables, chairs, and meeting facilities; assists with set-up of tables, chairs, AV equipment, etc. as needed.
- Responsible to meeting multiple deadlines that are assigned to each program
- Works extensively with campus departments to ensure that they have all necessary information to provide excellent customer service.
- Ability to move self across campus quickly and on short notice to pick-up, print and/or scan mail, permits and other documents, and to set up and check facilities and equipment as needed.
- Sorts and distributes mail accordingly; inventories and maintains proper quantity of front desk supplies.
- Prepares a variety of reports and paperwork relating to the billing and tracking of conference groups and participants; submits reports within 48 hours of departure for each group.
- Attends training meetings and completes training courses as required of the position.
- Develops and maintains working relationships with conference staff/attendees, coworkers, vendors, student organizations, faculty, staff, and university personnel.
- Assists other departments as directed by supervisor.
- Must comply with and ensure continued, consistent compliance with all company policies, and federal, state, and local laws/regulations including but not limited to: employment, safety, and health.
- Other duties as assigned.

**Job Requirements**

**MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIRED**:
The minimum requirement for applicants is a high school diploma or GED; and a minimum of at least one year experience in a position with significant public contact experience.

Incumbent must be highly organized and detail oriented with the ability to track, coordinate and prioritize varied tasks, set deadlines and complete projects accordingly. Must have excellent interpersonal, oral and written communication skills and maintain a professional manner in all situations. Must have the ability to solve a wide range of problems and assist in emergencies by developing practical solutions.

The following training courses will be offered, as they are requirements of the position: Environmental Health and Safety, Fire Alarm, Computer Security Awareness and Defensive Driving.

**MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS**

**LANGUAGE SKILLS**:
Must be able to read, write and understand English. Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read and comprehend a variety of informational documentation, procedures and correspondence. Requires the ability to write correspondence with proper format, punctuation, spelling and grammar. Must be able to communicate effectively using electronic media and in written and verbal forms. Requires the ability to effectively communicate with customers and employees.

**MATHEMATICAL SKILLS**:
Requires the abili