| Job Description Summary: |
During the summer months, the Office of Conference Services (OCS) employs Conference Managers to work with operations and reservations functions for conference, camp, and guest groups using Villanova’s meeting, dining, housing, catering and recreation facilities. Conference Managers (CMs) will supervise and work beside the Conference Assistants (CAs) to prepare, set up, and maintain housing and meeting accommodations for guests and provide registration services.
Please Note: Candidates must be able to work between May 18th-August 7th. Also, each position comes with a housing accommodation and meal plan. Potential hours available past August 7th.
- Supervise CA staff to facilitate preparation for the arrival and stay of guest groups.
- Assist CAs in the completion of tasks whenever possible.
- Assign and distribute tasks to CAs using proprietary Conference Services software, accounting for the number of CAs a task requires, which CA is responsible for which task, and the necessary window of time needed for a task.
- Manage the load of daily tasks per shift, based on when shifts do and do not overlap, using proprietary Conference Services software.
- Plan, prepare, update, and implement daily/weekly/seasonal operation plans using proprietary Conference Services software.
- Check in on progress on assigned daily tasks, accounting for work consistency, timeliness, and schedule concerns, and make adjustments (i.e. reassigning a task to another date, reassigning a task to another CA, assigning another CA to a task, removing a CA from a task, etc.) using proprietary Conference Services software when and where necessary and possible.
- Update task log(s) using proprietary Conference Services software to reflect the status of daily, weekly, and seasonal tasks, such as completed, in-progress, unassigned, etc.
- Assist Pro-Staff with assigning CAs to weekly shifts and redistributing CAs from anticipated shifts using proprietary Conference Services software, based on workload, need, flexibility, and requests.
- Verify tasks are done through full completion, and circling back with CAs to address any incompletions.
- Serve as a point of communication for CAs at all times, including moments of uncertainty, moments of concern, etc.
- Communicate with other SMs about which tasks were completed and which were incomplete from the previous shift.
- Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete.
- Communicate CA updates, trends, and concerns to Professional Staff.
- Staff and facilitate linen deliveries and pickups.
- Attend daily, weekly, and monthly meetings with Professional Staff, held as needed.
- Conduct CA performance evaluations, and managing the overall performance of CAs, addressing any trends, changes, strengths, and areas of improvement.
- Engage in and help facilitate staff meetings and training.
- Host ongoing CA staff training throughout the duration of the CM role, addressing any problem areas, and conducting refreshers as needed.
- Manage the preparation of guest housing accommodations to ensure Conference Services standards (i.e. distributing bed linens, blankets, towels, lined trash cans, soap, shampoo/conditioner, toilet paper, and other assorted room toiletries) are met.
- Manage the preparation of rooms for guest groups, which includes linen exchange, checking room inventory, making beds with provided linen if applicable, etc.
- Facilitate and assist in conducting breakdowns of apartments and dorms, meeting spaces, lounge spaces, and recreation spaces in accordance with Conference Services standards (i.e. collecting bed linens, blankets, towels, lined trash cans, soap, shampoo/conditioner, toilet paper, other assorted room toiletries, tables, chairs, supplies, and other materials).
- Manage the check-in and check-out processes according to prescribed procedures for different locations on campus, using proprietary Conference Services software.
- Manage pre-check-in room inspections and building walk-throughs with camp/meeting planners.
- Manage the preparation of guest registrations and scheduled group meetings, which includes delivering tables, chairs, supplies, and materials and setting up rooms.
- Manage the preparation of meeting spaces, lounge spaces, or recreation spaces to ensure Conference Services standards are met, and meet group specifications and set-up requirements.
- Manage the preparation of registration materials (including room assignments, wildcards, keys, etc.) in advance of group arrivals and scheduled registration activity, as well as after-hours registration as assigned.
- Facilitate and assist with pre-/post-season apartment and dorm set-up, breakdown, and room assessments and ensure completion of all necessary forms.
- Manage, track, and log the inventory, organization, and cleanliness of all equipment, all office spaces, and all storage rooms across campus, throughout the duration of the CM role.
- Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory.
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