Application Deadline: 5:00 PM on FRI April 3, 2015
Position Description: Summer Conference Assistant
(Multiple positions available)
Employment period: May 20 - August 15, 2015
30 - 40 hours per week
Includes single room in residence hall & meal plan
Important: Read this First
Please read the full position description. DO NOT APPLY if you are unable to meet the following minimum requirements:
Live on campus, in housing designated by Conference Services
Work a flexible schedule; our office is open 7 days a week, from morning to evening
Perform moderate physical labor (climb stairs carrying 40 pounds)
Adhere to office dress code
Available for an on-campus interview between April 6 – 17 (may be waived for previous Conference Services student employees)
We typically do not hire 2015 or 2016 grads who have no prior experience working in the Conference Services office
Pass a background check initiated by the College
You must be a current Oxy Authorized Driver, or obtain status by April 17. Requirements:
- Valid U.S. driver license (any state)
- Have had your license for at least 2 consecutive years
- Good driving record
Overview of Responsibilities
Event / Conference Logistics:
Staff Conference Services office
Provide emergency on-call presence (after hours) on a rotating basis
Live in Oxy residence hall; provide oversight and service to residence hall occupants
Establish and maintain professional communication with clients
Make arrangements with relevant Oxy departments, including but not limited to:
- Master Calendar: Facility reservations
- Campus Dining: Marketplace dining service, catering needs
- Facilities Management: Equipment orders, cleaning services, HVAC service, etc.
- Campus Safety: Facility access, parking and traffic control, crowd control, etc.
- Performing Arts: Theater facility staffing and event production
- ITS: Guest logins, computer lab use and support
- Media Services: Equipment orders and staffing
Make and confirm arrangements with relevant external vendors, including linen and equipment rentals
Serve as Conference Services representative for programs by completing pre-event preparations, greeting clients, attending to last-minute changes, and seeing events to conclusion
Act as a resource for summer guests, and serve as a link in emergency situations
Prepare and facilitate guest check-in and check-out procedures
Administer, inventory, distribute and collect keycards / meal cards.
Administer, inventory, distribute and collect guest linens
Conduct facility condition reports; monitor facilities for damages before/after use
Coordinate logistics such as catering, room setups, signage, etc.
Develop and present “Orientation” programs for clients (public speaking, tours)
Create informational materials for publication or client distribution
Complete basic audiovisual equipment setups, such as LCD data projector or PA system
Collect and input program data, for billing and administrative purposes
Update records and schedules
Update web pages using Oxy CMS
Assist with maintenance and use of office calendaring application tracking all administrative and programmatic dates (such as payment due dates, catering orders, linen delivery dates, and key conference program dates).
Maintain spreadsheets of revenues and expenses
Special projects as assigned
High level proficiency with Microsoft Word and Excel
Strong organizational skills
Excellent interpersonal skills
Strong verbal and written communication skills
Ability to work independently
Students seeking long-term employment in Conference Office are preferred; first-year and sophomores are strongly encouraged to apply.
Apply online at http://www.oxy.edu/conference-services/were-hiring/apply-now. No paper applications accepted.
APPLICATION DEADLINE: 5:00 PM on FRI April 3, 2015.
- Contact: (323) 259-2795 firstname.lastname@example.org