2025 Conference Services Assistant

Position Summary

Conference Services Assistants (CSAs) are part of the University Residences (UR) Summer Conference Guest Housing (SCGH) team. This student position is level 2 classification. CSAs generally provide the following:

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.

Responsibilities

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

Primarily responsible for ensuring conference readiness such as 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.
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.
Support as needed: processing building access credentials, providing other tasks as directed by UR Management.

Room readiness checks.
Resident Checkout Program (RCP) support actions.
Preparedness actions for Fall opening.
Other UR Facilities assigned tasks.

Create a welcoming environment through friendly, knowledgeable, and respectful customer service.
Assist in the response to immediate student & guest concerns and give referral information as needed.
Provide general information about UR and other University resources.
Know and support the mission of UR.
Submit Maintenance Requests for guests.
Document accurate and timely submission of time sheets and payroll logs.
Appropriately handle confidential information.
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.
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 through varied communication methods with diverse guests, peers, and WWU staff that are culturally aware and inclusive of all identities.

Required Qualifications

Must be enrolled at least half time and must be a fully matriculated student, i.e. minimum six credit hours for undergraduate and post baccalaureate or minimum four credit hours for graduate.
Good standing in conduct and payment status.
Good standing in any current employment position at WWU (if applicable).
Attend all mandatory training.
Experience working with teams and groups.
Experience with customer service.
Adaptable and flexible in response to frequent requests or changing needs.
Clear and effective communicator.
Demonstrated ability to work in a diverse environment.
Enjoy working in a fast-paced environment.
Ability to lift or carry up to 20 lbs. and sit or stand for long periods, with or without reasonable accommodation.
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 for summer 2025. Applicants currently under review.

Conditions of Employment

CORE work period is from June 16, 2025 through September 5, 2025. Opportunities also exist to work on the following requirements if available.
Participate in on-boarding / training sessions and provide administrative support during Spring 2025 before the conference season starts.
Provide support related to Fall 2025 move-in preparedness along with UR Facilities actions from September 8, 2025 through September 21, 2025.
Work forty (40) hours per week. Provide evening, weekend, holiday support as operational requirements dictate.
Hours worked will be reported in the Banner system.
Staff members will need to submit time off request to their designated supervisor five (5) business days in advance to ensure that adjustments to the schedule are done to minimize impact to operations (leave time is unpaid).
CSA staff is unable to hold another WWU paid position during the work period(s).
Typical hours worked are weekdays from 8:00am to 4:30pm.
Build working relationships with other staff members through positive and constructive communication.
Summer staff may not be enrolled in any summer credits.
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.
Fulfill position requirements.
Conduct violations and/or performance evaluation(s) may result in termination.
Students must also fulfill all other requirements outlined by Western for employment.
On-campus housing accommodations are available for the summer at a discounted rate. Compensation does not include housing. Students who choose to live-on (this is not required for your employment) must adhere to the Housing Agreement and University Residence Policies & Procedures.

Compensation

WORK PERIOD	April 1 - Sept 15, 2025	Sept 16 - 21, 2025
Hourly Rate	$20.50/hr	TBD (per HR student classification level 2)

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); CRTC@wwu.edu.

Questions?

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