2024 Conference Services Assistant

Position Summary

Conference Service Assistants (CSAs) are part of the larger 25-person team for Guest & Housing Operations Summer Conference Housing staff. Typically, there are 12-14 CSAs on summer staff. CSAs:

  • Focus on completing daily responsibilities, serving conference guest needs and preparing materials for upcoming conference arrivals.
  • Provide positive customer service through direct communication with conference guests, respond to guest needs over the phone or in person and emphasize interpersonal communication.
  • Offer a high degree of flexibility as conference needs, tasks and responsibilities can vary.
  • May perform collateral work with other University Residences teams

On this page

Primary Responsibilities

  • Complete tasks to ensure conference readiness such as key prep for guests, guest paperwork, perform room/building inspections, and enter data into management software. 
  • Facilitate check-ins and check-outs of conference guests with professional customer service and communication.  
  • Complete tasks with a physical component of lifting & carrying, such as delivering conference items to various buildings on campus, setting up directional sandwich boards, and transporting inventory to and from storage areas. 
  • Facilitate accurate key management and maintenance of all residential keys. 
  • Identify and report building and safety issues.  
  • Create and maintain signs and bulletin boards for all buildings. 
  • Help maintain a clean and organized work environment. 

Participate in a rotating on-call system serving as the first responder to problem solve the conference guest needs. Rotations include:

  • Overnight Duty (9p – 9am): Spend the night in an assigned residence hall, perform nightly security checks, serve as staff visibility in the community, and respond to conference guest needs.
  • Dining Hall Duty (2-3 hours around each meal time): Monitoring dining room during meals to provide general oversight of dining room rules and space management during high volume meals
  • Day Duty (9am – 9pm): Available to respond to guest or conference needs and transport guest housing inventory across campus, may also work at front desk providing break coverage.

Scheduled work from 7:30-8:00pm - 8:15am, each day of camp with a pre-assigned set group of staff. For each camp, CSAs will move into a residence hall on the 1st night of camp. CSAs will gather on the 1st night (at 7:30pm) of each camp for a pre-camp meeting including: 

  • Picking up camper rosters
  • Review of camp specific details (i.e., pick-up time & location, bed checks & wake up times) and scheduling needs 
  • Any additional information from Supervisor regarding camp 
  • Identify Point/Lead CSA for camp to hold duty phone 
  • Last day of camp: CSAs will vacate their room and return keys to Ridge desk by 9:00 am
  • Each camp will be assigned a point CSA to streamline communication upward
  • The Point CSA will be given a WWU cell phone only for designated use and will be returned to management at close of camp
  • Consistently work collaboratively in small groups to accomplish daily assigned tasks.
  • Attend, engage, and participate in daily staff meetings.
  • Build working relationships with other summer staff members through positive and constructive communication.
  • Deliver timely communication and follow-up with peers, guests and supervisor.
  • Employ varied communication methods to meet a diverse range of conference guests.
  • Engage in professional interactions with diverse guests, peers and WWU staff that are culturally aware and inclusive of all identities.
  • Please note: Due to the changing landscape of summer conferences, the number of events may increase or decrease in the coming months. This position may support other University Residences teams with room readiness, key management, and other duties as assigned.

Required Qualifications

  1. Be currently enrolled at WWU or be officially admitted for Fall 2024.
  2. Have a minimum cumulative GPA of 2.5. Fairhaven College student candidates must be in good academic standing with Fairhaven College Administration.
  3. Good standing in conduct and payment status.
  4. Good standing in any current employment position at WWU (if applicable).
  5. Be available to move into their summer housing assignment on the mandatory move date (June 16, 2024).
  6. Attend all mandatory training the week of June 17-23, 2024.
  7. Experience working with teams and groups.
  8. Experience with customer service.
  9. Adaptable and flexible in response to frequent requests or changing needs.
  10. Clear and effective communicator.
  11. Demonstrated ability to work in a diverse environment.
  12. Enjoy working in a fast-paced environment.
  13. Ability to lift or carry up to 20 lbs. and sit or stand for long periods, with or without reasonable accommodation.
  14. 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 must comply with the University's policies, procedures and conduct expectations for child-related programs.

Desirable Attributes

  • 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.

Selection Timeline

  • 1st round of applicants are currently under review
  • Selected applicants will be emailed to set up an interview.
  • Conference Staff Move In: June 16, 2024 
  • Conference Staff Training: June 17-23, 2024.

Terms of Employment

  1. Meet on-campus housing (based on position) and work hour requirements for term of contract.
  2. Work an average of 40 hours per week, including evenings, weekends, holidays, and breaks.
  3. Receive a compensation package including housing, meal plan, and stipend. Housing accommodation: your own room in a residence hall suite shared with other conference staff.
  4. Required: move in to assigned residence hall; participate in seven days of mandatory training.
  5. Full-time summer staff may not be enrolled in any credits.
  6. Refrain from any curricular or extra-curricular activities that may require significant time commitments. Must obtain supervisory approval for outside commitments that may interfere with job duties.
  7. Fulfill position requirements.

About Us

University Residences will host over 8,000 camp and conference guests in our residence halls during the summer. Guests can range from toddlers to 90 years of age and will arrive from all over the world. Guests come to for a variety of reasons, including WWU first-year student orientation, youth sports camps, adult national international conferences, and training workshops. Our select staff of close to 40 students 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.

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.

Questions?

For any questions about this position, please contact guest.housing@wwu.edu.