Conference Housing Assistant Coordinator (CHAC)
The Guest & Housing Operations Summerstaff has 25 members and 3 different job types within it. Typically there are 4 CHACs on Summerstaff.
The CHACs are the members on the team who are focused on organizing the big picture conference housing requests; appropriately assigning conference participants and communicating with UR staff and campus partners.
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.
CHACs are supervised by the Manager and of Guest & Housing Operations.
Coordinate and Organize Conference Specific Housing Requests
- Serve as point of contact to campus partners and conference client for assigned conferences’ housing needs.
- Solicit, compile and distribute pertinent conference information according to conference specific deadlines.
- Accurately input conference information in Conference Programmer database and review other staff added information for accuracy.
- Create, organize, and maintain accurate rosters of guests, room assignments for each assigned conference.
- Coordinate preparation of all materials for a conference arrival, stay and departure such as rosters, keys and parking passes.
- Provide timely and consistent updates of conference specific requests with centralized documents & rosters, associated staff or pre-prepared items.
- Maintain hard copy conference folders and keep folders neat and organize all post-conference materials.
- Preform in 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).
Provide On-Site Conference Support
- Serve as primary point of contact (sometimes after-hours) for questions, updates of information, and trouble-shooting for Guest Housing staff throughout designated conferences’ stay.
- Present at conference check-in for each assigned conference.
- Provide correct, timely, and appropriate information to guests with excellent customer service.
- 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 is conference database is up to date.
- Perform administrative tasks on “day-of” with high attention to detail, accuracy and neatness.
- Maintain regular office hours for on-site conference support.
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 peersand supervisor.
Assist in Daily 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.
- Be currently enrolled at WWU, or be officially admitted by Winter 2018.
- Have a minimum cumulative GPA of 2.5.
- Fairhaven College student candidates must be in good academic standing with Fairhaven College Administration.
- Winter 2018 transfer student candidates must provide a transcript from their previous institution.
- Not be on disciplinary probation or in deferred-eviction/eviction status.
- Not be on performance probation if employed elsewhere on campus.
- Be willing to meet on-campus housing and work hour requirements for the duration employment.
- Experience working collaboratively on a team or in groups and providing peer-to-peer education or direction.
- Experience with professional customer service or related service.
- Ability to adapt and be flexible to frequent requests or changing needs.
- Ability to communicate clearly and effectively to and with a diverse range of people.
- Ability to work in a fast-paced environment.
- Be able to serve as a professional liaison with other departments at WWU, and external groups.
- 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.
Desireable 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.
Terms of Employment
- Fulfill anticipated contract dates: June 17, 2018 - August 26, 2018. A few positions may be able to extend into September.
- Work an average of 40 hours per week, including some evenings, weekends, holidays, and breaks.
- Receive a compensation package including housing, meal plan, and $1,300 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.
- Move in to assigned residence hall on June 17, 2018, and begin seven days of mandatory training (dates listed below).
- Obtain supervisory approval to enroll in any summer classes, typically no more than 5 credits.
- Refrain from any curricular or extra-curricular activities that may require significant time commitments. Must obtain supervisory approval, especially to participate in reoccurring activities.
- Fulfill position requirements as described in this job description, the position contract, position expectations and as assigned.
To fully understand the position and its compensation, new candidates are strongly encouraged to attend an information session prior to submitting your application.
- The application you submit online will be reviewed to assess how closely you match the required qualifications.
- If your application meets our criteria, you will be notified via email to choose an interview time.
- Individual interview dates are dependent upon your status as a new or returning candidate.
- After interviews, if you are selected for a position on staff, you will be notified via email.
Wednesday, January 31, 2018
Application Opens for All Candidates
Tuesday, February 6, 2018 at 5:15pm
Information Session, Edens Admin room 110
Monday, February 12, 2018 at 11:59pm
Returning Candidate Application Closes
Tuesday, February 20 - Friday, February 23, 2018
Returning Candidates Interviews
Tuesday, February 20, 2018 at 11:59pm
New Candidate Application Closes
Thursday, March 1, 2018
Interviews Offered to New Candidates
Friday, March 9 - Saturday, March 10, 2018
New Candidates Interviews
Friday, March 16, 2018
Job Offers Sent to All Selected Finalists
Monday, March 26, 2018
Offer Decisions Due From Selected Finalists
Sunday, June 17, 2018
Conference Staff Move In
Sunday, June 17 - Saturday, 23, 2018
Conference Staff Training
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 (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate 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 in its programs or activities, including employment, admissions, and educational programs. Inquiries may be directed to the Vice Provost for Equal Opportunity & Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); firstname.lastname@example.org.
WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).