2024 Conference Services Assistant

Position Summary

Conference Service Assistants (CSAs) are part of the University Residences Summer Conference Temporary Housing (SCTH) team. 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


Under the direction of the SCTH Program Coordinator, primary tasks include the following:

  • Primarily responsible for ensuring conference readiness such as building access credentials preparation for guests, guest paperwork, performing room/building inspections, and data entry.
  • Provide housing check-in & check-out actions for conference guests and provide appropriate information to guests with excellent customer service.
  • Utilize online conference management software (StarRez) to view conference detail/room assignments and update assignments based upon paper roster changes/other inputs as needed.
  • Reference information about all conferences, provide accurate conference specific answers, and provide accurate, timely, and appropriate information to guests using customer service framework.
  • Audit conference information and materials regularly to ensure accuracy and completeness.
  • Create and maintain signs and bulletin boards for all buildings. In addition, provide guests with information about WWU and the Bellingham area.
  • 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.
  • Maintain daily shift logs.
  • Participate in a rotating system serving as the initial problem solver to diagnose and address conference guest needs in accordance with established SCTH On-Call Protocols.
  • If issues require higher level review or action, escalate per established protocol.
  • Perform nightly security checks and respond to conference guest needs as appropriate.
  • Room readiness checks.
  • Resident Checkout Program (RCP) item audits, preparedness actions for Fall opening, other actions.
  • Create a welcoming environment through friendly, knowledgeable, and respectful customer service.
  • Assist in the response to immediate student concerns and give referral information as needed.
  • Provide general information about University Residences and other University resources.
  • Know and support the mission of University Residences
  • Submit Maintenance Requests for residents within the community.
  • Document accurate and timely submission of time sheets and payroll logs.
  • Appropriately handle confidential information.
  • Perform other duties assigned by supervisor(s).
  • Serve as a role model and act in congruence with WWU standards and code of conduct.
  • Represent WWU and UR accurately.
  • Exhibit ethical behavior in fulfilling one's role.
  • Maintain confidentiality and use appropriate discretion.
  • Exercise good judgment in upholding established policies of the University and the UR system; support and obey all federal, state, and local laws and ordinances.
  • Maintain fairness and act respectfully.
  • Identify and report building and safety issues.
  • Demonstrate strong communication, teamwork, and cross-cultural awareness.
  • Consistently work collaboratively in small groups to accomplish daily assigned tasks.
  • 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.

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

  • Application closed; current applicants 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. Additional hours may be available after August 16, 2024 to support Fall 2024 move-in preparedness & other required actions.
  2. Work a maximum of 30 hours per week, including evenings, weekends, holidays, and breaks.
  3. Receive a compensation package including housing, meal stipend, and hourly rate. 
  4. Required: move in to assigned residence hall; participate in mandatory training.
  5. 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 1,500 to 3,000 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 work to accommodate guest needs and requests while providing a high level of customer service.

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.


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