CONFERENCE COORDINATOR ASSISTANT(HOURLY/TEMPORARY)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

Housing & Food Services (HFS) has an outstanding opportunity open for a Temporary Conference Coordinator Assistant.

The Conference Coordinator Assistant provides a wide variety of support to the HFS Conference Services unit and is responsible for providing professional service to clients and campus guests in response to summer conference and meeting space needs.

This Temporary , Hourly position requires a commitment for the summer conference season during operational hours Monday through Friday, 8 a.m. – 5 p.m. plus occasional overtime on nights and weekends .

Typical Work

• Support and direct special projects as assigned during the summer conference season.
• Provide clerical support to HFS Conference Services staff in the coordination of conferences, catering and logistical arrangements for events utilizing residence halls, and other University facilities.
• Assist with customer support services such as responding to and resolving concerns, giving directions, conducting tours, explaining policies and procedures, and discussing housing and dining rates.
• Process and confirm housing reservations and requests via phone, email and web submission reservation forms using a customized software package. Review and audit meeting space Outlook calendars, Google Drive support documents and Conference Programmer account entries on a routine basis.
• Oversee facilitation of guest access to HFS buildings and meeting spaces.
• Assist Conference Coordinators with assigning guests to residence hall rooms and preparing meal cards and conference desk binders.
• Enter and prepare billing information from a variety of software programs/platforms. Submit payments to HFS Financial Services for processing and revenue collection.
• Assist HFS Facilities with residential walkthroughs and occasional transiting of miscellaneous items across campus as directed.
• Communicate conference information to appropriate Departmental partners (e.g., Conference Desks, Custodial staff, UW Dining units, Catering), meeting deadlines and making revisions when necessary.
• Participate in All-Team and Conference Services staff meetings as directed.
• Facilitate Conference Assistant staff meetings.
• Abide by and uphold State, City, University and Housing & Food Services rules and regulations and assist staff with developing an understanding of the above.
• Perform other related duties as assigned.

Minimum Qualifications

• High School graduation and one year’s work experience involving public contact such as planning conferences and special events, sales promotion, or in the hospitality industry.
• Possess computer proficiency including experience with word processing and spreadsheet software (e.g. MS Word, MS Excel)
• Success working within a team serving a diverse range of guests, organizers, staff, and employees.
• Ability to make independent decisions with minimal supervision.
• Demonstrate clear and detail-oriented verbal and written communication skills
• Flexibility regarding varying work tasks, assignments, and schedules
• Ability to lift up to 30 pounds

Desired Qualifications

• Familiarity with University of Washington residence halls facilities, campus resources and procedures
• Ability to operate standard audio-visual equipment
• Must possess a current, valid Washington State Driver’s License with experience operating a vehicle.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Cover Letter, and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.