Summer Conferences & Groups, Duty LEAD

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Job:

Summer Conferences & Groups, Duty LEAD

Job Summary:

Barnard College
Summer @ Barnard Department
Summer Conferences & Groups, Duty LEAD
The Conference team within Summer @ Barnard manages summer conferences and camps for a diverse population of guests that include adults, college students and high-school students.  We are looking for Graduate Assistants to join our team as LEADs to manage our residential buildings and support our evening and overnight operations. LEADs should be passionate, meticulous, compassionate and proficient. The Summer @ Barnard department works with minors, so Duty LEADs are expected to maintain confidentiality and sensitivity with information and portray high professional standards with integrity.  

Job Description:

Duties and Responsibilities 

CUSTOMER SERVICE 

• Model Barnard’s value for diversity, equity and inclusion in your daily communication and contact with summer participants

• Communicate clearly in-person and via email with various guest populations that include: minors, college students, working professionals and stakeholders.

• Observe, acknowledge and meet changing needs of our summer community.. 

• Assess and troubleshoot event issues and concerns with summer guests and provide appropriate solutions. 

• Respond expeditiously to guests' daily concerns, issues and conflicting demands with calmness and good judgment.

• Create a sense of community around inclusion that is mission-focused and customer-centered.

• Project a positive image and maintain exemplary standards with honesty.

• Provide a high level of customer service to guests whilst maintaining professionalism at all times.

COLLABORATION

• Work collaboratively with peers to plan opportunities such as on-campus social events to create a welcoming and cohesive community for all summer guests (residential and non-residential).

• Assist the Summer @ Barnard Team by staffing department sponsored events such as: Welcome Events, Fairs, Workshops, Seminars etc.

CAMPUS PARTNERS

• Collaborate with campus partners, such as: Residential Life, Information Technology, Events Management,  Community, Accountability, Response and Emergency Services (CARES), Facilities, Campus Auxiliary Services, CUIT, Title IX, The Center for Accessibility Resources & Disability Services (CARDS), etc.

COMMUNICATION

• Check-in daily with the Summer Conference team to inquire about program updates and/or concerns.

• Serve as a liaison for summer participants addressing concerns and questions in an expeditious manner.

ADMINISTRATIVE

• Assist the  Summer Conference team with daily office functions such as, compiling documents, organizing summer folders and roster, creating and posting event signage, etc.

• Assist with day to day administrative tasks that include answering emails,  office phone or assisting visitors.

• Adhere to deadlines set by supervisor and the Summer @ Barnard professional team

TECHNOLOGY

• Complete required training by Barnards Information Technology department. 

HEALTH AND SAFETY

• Act as a role model for healthy behaviors, practice and procedures on campus.

• Adhere to community expectations established through a community pledge that emphasizes the responsibility of every member of the community in helping to maintain a healthy and safe campus environment.

D uty LEAD (4 positions)

• Assist with preparation for guest arrival by assembling welcome packets, residential keys and IDs, organizing rosters, pamphlets and campus guides, completing forms and researching community resources.

• Lead the residential preparation for guests and groups, which includes: prepping rooms with linens and amenities, posting signage, decorating bulletin boards and assembling move-in materials. 

• Conduct meticulous inspection of residential rooms and communal spaces prior to guest move-in, which includes notating condition of room, furniture, shared spaces, appliances and checking that room keys are functional.  Submit work orders and follow-up that issue has been rectified.

• Assist with guest check-in which can include delivering and handing out check-in materials,  answering questions, updating rosters, delivering room keys and ID cards.

• Conduct meticulous inspection of residential rooms and communal spaces upon move-out, which includes notating condition of rooms, furniture, shared spaces, appliances and checking that room keys were returned and functional; Submit work orders when  necessary.  

• Provide oversight and support during program move-ins by being the point person for questions, troubleshooting issues, handing out key packets and serving as the liaison with campus departments about day-of logistics. 

• Assist with guest check-out which can include collecting keys & ID’s and removing signage from vacated floors. 

• Conduct “while in residence” inspection of residential buildings, checking for improper signage, damages, missing or misplacement of items, cleanliness and reporting concerns to direct supervisor. 

• Escort Facilities to residential rooms to check on maintenance issues and concerns and provide follow-up to supervisor.

• Build a working relationship with residential building Access Attendants by introducing yourself and discussing relevant daily updates that pertain  to our guests in residence. 

• Work closely with CARES. and CUIT on ID and access issues, ID pick-up, lost IDs and troubleshooting ID issues 

• Provide oversight and support and staff events, move-in/move-out by being the point person for questions, troubleshooting issues and serving as the liaison for Conference Services regarding day-of logistics. 

• Inspect event spaces after reservation for damages, equipment failure, excessive garbage or if items are left behind.

• Work and communicate as a team with colleagues on concerns or issues that took place while on duty.

RESIDENTIAL ON-DUTY  RESPONSIBILITIES

• Familiarize yourself with conduct and response manuals and summer procedures to communicate policies clearly. 

• Confront inappropriate behavior and contact relevant staff such as: Community Safety, Residential Life or program coordinator.

• Respond in-person to situations during duty to emergencies, concerns and issues within the expected timeframe; verbal or written  follow-up and documentation  is required with all situations. 

• Notify professional staff of any inappropriate behavior by program participants and contact CARES if it's an emergency that requires immediate attention and draft an incident report.

• Assist guests with residential concerns such as: lock-outs, lost IDs, access issues, facility concerns or lost keys.

• Complete duty logs and incident reports, documenting emergency or policy violations by stated deadline. 

• Be a positive role model and remain accessible and visible during emergency situations. 

• Remain flexible and available as the presence of all staff members may be needed on campus in cases of emergencies such as power outages, storms or times deemed important for safety reasons

Perform other duties as assigned

Skills, Qualifications & Requirements:

SKILLS AND ABILITIES 

• Strong interpersonal and customer service skills, with an upbeat demeanor

• Supervisory skills with strong attention to detail and self-motivation

• Self-starter who demonstrates initiative and ability to problem solve within complex situations

• Strong organizational and time-management skills, who meets deadlines

• Works well within a team atmosphere as well as with minimal supervision 

QUALIFICATIONS

Required qualification 

• Bachelor's degree 

• Must be enrolled in a Master's degree program at a regionally accredited institution with a focus on Higher Education Administration and/or Student Affairs

Preferred qualification

• At least two years experience in Conference Services, Residential Life or Hospitality Management  

• At least two years experience as a Residential Assistant or Hall Director with duty responsibilities 

• At least one-year leadership experience, preferably within a campus organization 

• Knowledge and competency with Google docs, MS Excel and social media platforms

Terms of Employment

Appointment: Monday, May 20, 2024  - Sunday, August 11, 2024

Remuneration

• On-campus housing (during duration of appointment) 
• On-campus dining provided between June 26, 2024 - Sunday, August 11, 2024
• Stipend $6500.00           
• Training 

Move-In: Monday, May 20, 2024 

Training:  Week of Monday, May 20, 2024

Work schedule begins: Week of Monday, May 27, 2024

Work Hours: Overnight and weekend duty hours

Graduate Assistant must receive approval from their supervisor to take summer classes  and may not perform work for another employer without approval from the supervisor.

Holidays:  Staff will be scheduled to work on national holidays such as Memorial Day and Fourth of July.

Weekends:  Staff will be scheduled to work weekend hours for conferences, events, move-in/move-out, orientation etc.  

Leadership: Staff will be supervised by the manager of Summer Conferences and co-supervised by the Director of Operations for Summer at Barnard 

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Company:

Barnard College

Time Type:

Part time