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About Conference Services


Conference Services at University of Virginia Housing & Residence Life provides full-service event coordination for individuals attending various conferences, camps, and academic programs during the summer months at the University of Virginia. Each summer, we execute over 100 conferences and serve approximately 15,000 guests. Our goal is to provide our clients with the best possible service throughout the summer. This includes:

  • A well-organized and welcoming check-in
  • Clean and comfortable accommodations
  • Dining and catering
  • Parking and transportation
  • Coordination of classrooms and other meeting facilities
  • Excellent directions and signs

Qualifications


Applicants to the Office Assistant and Conference Assistant positions at Conference Services must:

  • Be available to work continuously from early May 2012 to early August 2012, including weekends, without vacation time. (Note: Housing is provided for our summer student staff)
  • Be available for several training sessions from mid-March to late April, with a time commitment of no more than three hours per week.
  • Be able to complete tasks involving data entry, word processing, creation of spreadsheets and other computer-related duties as assigned.

Job Descriptions


OFFICE ASSISTANT (OA)


An OA ensures the smooth operation of the office during the day and evening hours. The Office Assistants answer phones, take and deliver detailed messages, sort and deliver mail, stock the office with necessary supplies, and contact the Housing & Residence Life Facilities Services Coordinator with all housekeeping and maintenance requests, as well as check on the progress of past requests. The Office Assistants will also input individual guest reservation requests and group rosters into a computerized database. Office Assistants will communicate frequently with clients and guests, both on the phone and in person, so good customer service skills are a must. This position offers employment for an average of 40 plus hours per week over the course of the summer season. The exact number of hours may vary each week, due to the unique demands of the programs in-house. Due to the unpredictable schedule and required time commitment, employees may not attend Summer Session or have other comparable obligations during the summer, i.e, no other summer employment, no vacation time, etc.

CONFERENCE ASSISTANT (CA)


Each Conference Assistant will perform both programming and office functions on a regular basis. These duties include: helping to run check-ins and check-outs, staffing program events, preparing room keys and dining cards, entering guest information into the Conference Programmer database, processing reservation forms and payments, assigning rooms to guests, and inspecting rooms prior to a guest's arrival. Additionally, Conference Assistants will answer phones, staff the front desk, answer guest questions, and submit maintenance requests. Conference Assistants will communicate frequently with clients and guests, both on the phone and in person, so good customer service skills are a must. Since the programs that we serve determine the work schedule each week, schedule flexibility is a vital and necessary trait in a Conference Services employee. This position offers employment for an average of 40 plus hours per week over the course of the summer season. The exact number of hours may vary each week, due to the unique demands of the programs in-house. Due to the unpredictable schedule and required time commitment, employees may not attend Summer Session or have other comparable obligations during the summer , i.e, no other summer employment, no vacation time, etc.



Call us at (434) 924-4479 if you have any questions.