Conference Assistant at Villanova University in Villanova, Pennsylvania

Job Description:

Villanova University

Posting Details

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Position Information

Posting Number:	20255353V
Position Title:	Conference Assistant
Posting Type	Student
Hours/week:	25-40
Eligibility:	Work study preferred but open to all students
Semester	2025 Summer
Location	Galberry Hall
Detailed Work Schedule	25-40 hours per week
Number of positions:	12
Department:	508-Office of Conference Services
Contact Name:	Kathleen Sinnott
Contact Phone/Extension:	610-519-7580

Position Summary Information

Job Description Summary:	During the summer months, the Office of Conference Services (OCS) employs Conference Assistants (CAs) to work with operations and reservations functions to prepare for, set up, and aid conference, camp, and guest groups using Villanova’s meeting, dining, housing, catering, and recreation facilities. Please Note: Candidates must be able to work between May 18th-August 7th. Also, each position comes with a housing accommodation and meal plan. Prepare guest housing accommodations to assure Conference Services standards by distributing bed linens, blankets, towels, lined trash cans, and assorted room toiletries (soap, shampoo/conditioner, toilet paper). Prepare rooms for guest groups to include linen exchange, checking room inventory, making beds with provided linen if applicable, etc. Conduct breakdowns of apartments and dorms, meeting spaces, lounge spaces, and recreation spaces in accordance with Conference Services standards, by collecting bed linens, blankets, towels, lined trash cans, assorted room toiletries (soap, shampoo/conditioner, toilet paper), tables, chairs, supplies, and other materials. Assist in the management of the check-in and check-out processes according to prescribed procedures for different locations on campus. Conduct pre-check-in room inspections and do a building walk-through with camp/meeting planners. Prepare for guest registrations and scheduled group meetings by delivering tables, chairs, supplies, and materials and setting up rooms. Prepare meeting spaces, lounge spaces, or recreation spaces to assure Conference Services standards and meet group specifications and set-up requirements. Prepare registration materials (including room assignments, wildcards, keys, etc.) in advance of group arrivals and staff scheduled registration activity, as well as after-hours registration as assigned. Staff the Conference Service Desk on a scheduled basis; tasks include answering the telephone and assisting guests according to need by providing campus and local information, assisting with lock-outs, processing maintenance requests, preparing and processing walk-through and assessment sheets, managing lost & found items, and performing all clerical tasks. Data entry and reporting as assigned by Pro-Staff, using proprietary Conference Services software. Participate in pre-/post-season apartment and dorm set-up, breakdown, and room assessments and complete all necessary forms. Communicate regularly with guests. Solicit information from guests about problems. Follow up with resolutions to the problems and/or refer guests to the appropriate department if further follow-up is necessary. Staff fitness center during given hours and conduct the appropriate closing procedure. |
Requirements:	Minimum: High School Diploma Completes assigned job tasks, Reliability, Attention to detail, Verbal communication skills, Adaptability, Team player, Enthusiastic, Responsible Basic familiarity with tablets and laptops Must be an enrolled student at Villanova Preferred: Some college education Customer service, Event Management, Clerical Services
Additional Information:	Solid work ethic, can perform manual labor, have hospitality industry/customer service skills and experience, and a demonstrated ability to interact/work well with others. Excellent verbal and interpersonal skills and a strong commitment to customer service.
Physical Demands Summary:	All employees of Conference Services: Ability to lift/push/pull 25-45 pounds. Ability to stand for extended periods of time.
Wage Rate:	$15.00 per hour

Posting Detail Information

Closing Date (11:59pm ET):
Open Until Filled	No

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a registered Villanova student?
   • Yes
   • No
2. * Are you eligible for work study?
   • Yes
   • No
   • I don't know
3. * Have you ever worked on campus before? If “Y”, what department and semester/year?

   (Open Ended Question)

4. * What is your availability (days, times)?

   (Open Ended Question)

5. * Do you have a valid driver's license?
   • Yes
   • No
6. * How did you first hear of this employment opportunity?
   • Indeed.com
   • Higheredjobs.com
   • LinkedIn
   • Glassdoor
   • Chronicle Vitae
   • Academic Keys
   • PA CareerLink/JobGateway
   • Professional Affiliation/Trade Website
   • Diversity Association/Publication Website
   • Advertisement in Academic or Professional Publication
   • Referred by a current employee
   • Referred by a friend, family member, or former employee
   • Heard about it at a conference or career fair
   • Browsing the Villanova website
   • Cabrini University employee
   • Other
7. * Are you currently enrolled as a college student?
   • Yes
   • No

Optional Applicant Documents:

Required Documents

1. Resume / Curriculum Vitae

Optional Documents

1. Cover Letter / Letter of Interest
2. Letters of Reference (uploaded by applicant)

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