CONFERENCE SERVICES ASSISTANT

The University of Washington Tacoma  is a growing metropolitan university that is deeply invested in its local communities.  As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty, and South Sound residents find abundant opportunities for intellectual, personal, and professional growth.

University of Washington Tacoma currently has an outstanding opportunity for a Part Time Temporary Conference Services Assistant.

Conference Services at the University of Washington Tacoma serves the campus and the greater community by providing exemplary customer service, facilitating quality events and fostering an environment for student professional development.

Reporting directly to the CS Manager, the Conference Services Assistant (CSA) supports the CS team through the preparation and successful execution of external events and conferences.  The CSA will be responsible for event execution and oversight, as well as representing the program to clients, faculty, students, staff and other members of the public. The CSA will over-see student set-up blocks and assist the Conference Services Coordinator (CSC) with training.

RESPONSIBILITIES

EVENTS: On-Site/Day-Of Management

• Serve as primary contact for Conference Services on the day of the event and for the duration of the event or conference.
• Ensure the venue is accurately prepared with room layout, media and A/V needs, security and signage.
• Greet the client and assist with load-in needs and questions, i.e. load-in parking, use of carts, access to event space, etc.
• Ensure catering, rentals and any other event components have arrived and are delivered to the appropriate location.
• Assist with registration.
• Be present on-site and available for the duration of the conference or event, including setup and breakdown to address any needs or questions the client may have and offer event expertise and support.
• Troubleshoot and resolve problems, issues or concerns that may arise during the conference or event and consult with the CSM or CSC if further assistance is needed.
• Enforce and maintain adherence to UWT campus and Conference Services regulations, policies and procedures to ensure the safety of the client, our staff, the facility and the campus.
• Ensure the venue is broken down after the event, including but not limited to the disposal of box lunches, wiping down tables and a walk-through for removal of waste and items left behind.

EVENTS: Setup Support

• Direct the work of the student set-up teams on-site; assist students with set-ups as needed; and/or stand in if a student crew member calls in absent.
• Confirm that set-ups have been executed accurately and spaces are clean, organized and equipment is in good working condition.
• Report facility and/or equipment/asset damage.
• Track inventory of event assets and supplies.
• Perform related duties as required.

MINIMUM QUALIFICATIONS

• High school graduation and two years' work experience involving public contact such as secretarial, sales promotion, public information, or in the hospitality industry OR equivalent education/experience.

Additional qualifications

• Excellent interpersonal communication skills, both written and verbal.
• Demonstrated ability to conduct all interactions with a warm and inviting sense of hospitality and customer service.
• Ability to maintain excellent attendance and punctuality.
• Sensitivity and demonstrated ability to work with diverse communities.
• Demonstrated ability to work independently, problem solve, take initiative, and handle multiple projects efficiently and effectively.

PREFERRED QUALIFICATIONS

• Two (2) years of events, hospitality and/or catering experience; OR equivalent education/experience.

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.