Summer Conference Housing Billing Assistant

Position Summary

  • CHACs primary focus is coordinating and managing the housing specific needs for a conference such as room assignments, organizing conference check-in/out process & serving as point of contact for the conference coordinator. 

  • CHACs are assigned to multiple conferences throughout the summer and often prepare for each conference arrival simultaneously, thus a high degree of prioritization, flexibility, and organization is necessary.  

On this page

Primary Responsibilities

Coordinate and Organize Conference Housing Requests 

  • Communicate with conference coordinator, primarily by email, prior to conference arrival to organize and finalize conference housing needs on a deadline. 

  • Utilize online conference management software (StarRez) to accurately input, update, and manage conference details and participant room assignments.  

  • Coordinate the preparation of all necessary materials for a conference arrival and departure. This includes staff scheduling, custodial linen rosters, participant rosters and residence hall keys management. 

  • Adhere to specific deadlines set by the conference and other stakeholders. 

  • Perform post-conference follow-up tasks such as final walk-throughs, custodial rosters, and billing updates. 

Provide On-Site Conference Support 

  • Verify conference readiness/departures and smooth check-in/outs by scheduling of tasks and staff resources, walk-throughs and distributing correct conference rosters and information. 

  • Generate hard copy reference materials for each conference for use by other summer staff throughout its duration. 

  • Responsible for providing summer staff with critical conference updates, answering questions, and providing regular follow-up with guest’s needs. 

  • Direct the housing check-in & check-out process for conference guests and provide appropriate information to guests with excellent customer service.  

Demonstrate Professional Communication, Peer-Leadership, & Teamwork 

  • Maintain timely and professional communication (especially written) with campus partners, clients, and staff. 

  • Clearly disseminate conference specific housing needs to other summer staff members who are preparing for conference arrival or departure. 

  • Utilize peer-to-peer education to help in training CSAs to perform delegated tasks. 

  • Attend, engage, and participate in daily meetings; at times may assist in coordinating staff meeting agendas, staff development, and task assignments. 

  • Build working relationships through positive, constructive communication with other summer staff members. 

  • Regularly meet and consult with supervisors to determine the best way to meet a conference’s requests. 

  • Timely response and follow-up with peers and supervisors. 

Administrative and Operational Activities 

  • Assist in accurate key management including maintenance of keys. 

  • Collaborate to create and maintain signs and bulletin boards for all buildings. 

  • Perform administrative tasks as needed.  

  • Help maintain a clean and organized work environment (office, front desks, & spaces required for task completion). 

  • Be knowledgeable about general University Residences buildings and operations. 

  • Maintain regular office hours for on-site conference support. 

  • Please note: Due to the changing landscape of summer conferences, the number of events may increase or decrease in the coming months. Therefore, in addition to performing the above duties, this position may support other tasks to assist University Residences with room readiness and key management as time allows. 

  • Perform administrative tasks with high attention to detail, accuracy, and neatness. 

  • Regularly check-in with conference coordinators and custodial teams throughout the conference. 

Required Qualifications

  1. Be currently enrolled at WWU or be officially admitted for Fall 2023.  

  2. Have a minimum cumulative GPA of 2.5.  

    • Fairhaven College student candidates must be in good academic standing with Fairhaven College Administration.  

    • Winter 2023 transfer student candidates must provide a transcript from their previous institution. 

  3. Good standing in conduct and payment status. 

  4. Good standing in any current employment position at WWU (if applicable). 

  5. Meet required on-campus housing component and work hours as assigned. 

  6. Experience working collaboratively on a team or in groups and providing peer-to-peer education or direction. 

  7. Experience with professional customer service or related service. 

  8. Ability to adapt and be flexible to frequent requests or changing needs. 

  9. Ability to communicate clearly and effectively with a diverse range of people.  

  10. Ability to work in a fast-paced environment. 

  11. Be able to be a professional liaison with other departments at WWU and external groups. 

  12. Successfully pass background and criminal conviction check upon hiring. 

    • University Residences Guest Housing Program is committed to the welfare and safety of children. All applicants may be asked to provide references that would be checked and consent to a criminal background check. All selected individuals will be expected to comply with the University's policies, procedures, and conduct expectations for child-related programs. 

Desirable Attributes and Skillsets

  1. Experience with completing tasks that require a high level of attention to detail. 

  2. Ability to work independently and in small teams, self-organize, and manage time effectively. 

  3. High familiarity with WWU departments/offices, resources, and buildings around campus. 

  4. Ability to grasp and apply new concepts quickly and efficiently. 

  5. Experience with summer conferences, hotel, or event management work. 

Terms of Employment

  1. Fulfill anticipated contract dates: June 11, 2023- August 20, 2023.  A few positions may be able to extend into September.  

  2. Work an average of 40 hours per week, including some evenings, weekends, holidays, and breaks. 

  3. Receive a compensation package including housing, meal plan, and a $1,600 monthly stipend. Housing accommodation consists of your own room in a residence hall suite shared with other conference staff. 

  4. Required: move in to assigned residence hall June 11, 2023; participate in five days of mandatory training. 

  5. Obtain supervisory approval to enroll in any summer classes. No more than 5 credits.  

  6. Refrain from any curricular or extra-curricular activities that may require considerable time commitments. Must obtain supervisory approval for outside commitments that may interfere with job duties. 

  7. Fulfill position requirements. 

Selection Timeline

Application Opens: February 6, 2023 

Application Closes: March 24, 2022 - 5pm 

Job Offers Sent to All Selected Finalists: April 14, 2023 

Offer Decisions Due from Selected Finalists: April 18, 2023 

Conference Staff Move In: June 11, 2023 

Conference Staff Training: June 12 – 16, 2023 

About Us

University Residences can host over 8,000 camp and conference guests in our buildings during the summer. They will range from infants to 90 years of age and will arrive from all over the world. They come to Western to attend regional, national, and international conferences and training workshops, as well as youth academic and sport camps. In order to best serve these guests, we hire students to serve as Conference Service Assistants and Conference Housing Assistant Coordinators. These positions work to accommodate guest needs and requests while providing a high level of customer service. Under the direct supervision of the Manager of Guest & Housing Operations, summer student staff are expected to provide a housing experience that is safe and secure while maximizing the living and learning experience for all individuals.

Equal Opportunity & Affirmative Action

Western Washington University does not discriminate in its programs or activities on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information. Inquiries may be directed to the Vice Provost for Equal Opportunity & Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, WWU, Old Main 345, MS 9021, 516 High Street, Bellingham, WA 98225; 360-650-3307 (voice) or 711 (Washington Relay); eoo@wwu.edu.