Conference Housing Assistant Coordinator (CHAC)

Application Period for All Candidates: Jan 10 - Feb 10

Position Summary

  • CHACs are part of the larger 25 person team for Guest & Housing Operations Summer Conference Housing staff. Typically, there are 4 CHACs on Summerstaff.
  • 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 multiple conferences throughout the summer and often preparing for each conference arrival simultaneously, thus a high degree of prioritization, flexibility, and organization is necessary.
  • Peer-leadership skills and interpersonal communication are required execute a cohesive conference readiness upon the conference’s arrival and stay on campus.
  • Four CHACs are hired and supervised by the Manager of Guest & Housing Operations

Primary Responsibilities

Coordinate and Organize Conference Housing Requests

  • Communicate with conference coordinator, primarily by email, prior to conference arrival to organize and finalizing conference housing needs on 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 such as staff scheduling, custodial linen rosters, participant rosters and residence hall keys.
  • Adhere to specific deadlines – time management
  • Provide timely and consistent updates of conference specific requests with centralized documents & rosters, associated staff or pre-prepared items.
  • Preform post-conference follow-up tasks such as final walk-thrus, custodial rosters, review of hard copy conference folder billing assistant and supervisor, and distribution of conference guest satisfaction surveys (as requested).

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 Summerstaff members who are preparing for conference arrival or departure.
  • Utilize peer-to-peer education to help in training CSAs or DMs 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 Summerstaff members.
  • Regularly meet and consult with supervisor to determine best way to meet housing requests.
  • Timely response and follow-up with peers and supervisor.

Provide On-Site Conference Support

  • Verify conference readiness/departure and smooth check-in/outs by scheduling of tasks and staff resources, walk-thrus and distributing correct conference rosters and information in conference database is up to date.
  • Generate hard copy reference materials for each conference (FAQs/cheat sheet, specific scheduling dates, contact lists, folder etc) for use by other summerstaff throughout duration of conference.
  • Responsible for providing summerstaff with critical conference updates, answering questions (sometimes after-hours) and providing regular follow-up conference or guests’ needs.
  • Direct the housing check-in & check-out process for conference guests and provide appropriate information to guests with excellent customer service.
  • Perform administrative tasks on “day-of” with high attention to detail, accuracy and neatness.
  • Regularly check-in with conference coordinators and custodial teams throughout duration of conference.

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 and perform administrative tasks.
  • Help maintain a clean and organized work environment (office, front desks, space required for tasks completion).
  • Be knowledgeable about general University Residences buildings and operations.
  • Maintain regular office hours for on-site conference support.

Required Qualifications

 

  1. Be currently enrolled at WWU or be officially admitted by Winter 2019.
  2. Have a minimum cumulative GPA of 2.5.
    • Fairhaven College student candidates must be in good academic standing with Fairhaven College Administration.
    • Winter 2019 transfer student candidates must provide a transcript from their previous institution.
  3. Not be on disciplinary probation or in deferred-eviction/eviction status.
  4. Not be on performance probation if employed elsewhere on campus.
  5. Be willing to meet on-campus housing and work hour requirements for the duration employment.
  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 to and with a diverse range of people.
  10. Ability to work in a fast-paced environment.
  11. Be able to serve as 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 & Skillsets

  • Experience with completing tasks that require a high level of attention to detail.
  • Ability to work independently as well as in small teams, self-organize, and manage time effectively.
  • High familiarity with WWU departments/offices, resources and buildings around campus.
  • Ability to grasp and apply new concepts quickly and efficiently.
  • Experiences with summer conferences, hotel or event management work.

Selection Timeline

  1. The application you submit online will be reviewed to assess how closely you match the required qualifications.
  2. If your application meets our criteria, you will be notified via email to choose an interview time.
  3. After interviews, if you are selected for a position on staff, you will be notified via email.

Application Opens for All Candidates | January 10 

Application Closes | February 10, 2020 at 11:50 p.m.

Interviews Offered | February 12 

Candidate Interviews | February 18 - February 23 

Job Offers Sent to All Selected Finalists | February 25

Offer Decisions Due From Selected Finalists | March 3 

Conference Staff Move In | June 14

Conference Staff Training | June 15 - 19 

 

Terms of Employment

  1. Fulfill anticipated contract dates: June 14, 2020-August 23, 2020. 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 $1,400 monthly stipend (4.5 pay periods during the contract). Housing accommodations consist of your own room in a residence hall suite shared with other conference staff.
  4. Move in to assigned residence hall on June 14, 2020 and begin seven 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 significant time commitments. Must obtain supervisory approval, especially to participate in reoccurring activities.
  7. Fulfill position requirements as described in this job description, the position contract, position expectations and as assigned.

About Us

University Residences will host over 8,000 camp and conference guests in our buildings during the summer. They will range from 0 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, Desk Managers 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.