Conference Services Assistant

University of North Carolina Charlotte

United States, North Carolina, Charlotte

Dec 20, 2024

Please see Special Instructions for more details.

On-Campus Housing provided (from 05/19/2025-08/01/2025). Must not be taking summer classes.

*Temporary staff employees are ineligible to receive benefits (leave, health coverage, State service credit, etc.). They are, however, covered by Worker's Compensation provisions.

However, any non-permanent employee hired to work 30 or more hours per week for three months or more (cumulative of all positions, and not designated as variable hour worker), must be offered the chance to enroll in the High Deductible Health Plan, within 30 days of their eligibility. Any non-permanent employee hired to work less than 30 hours per week (cumulative of all positions, or designated as variable hour worker - i.e. student workers) are measured during designated measurement periods. If they average 30 or more hours per week over a designated measurement period, they will be offered the chance to enroll in the High Deductible Health Plan, and will be notified of instructions.

*Special Notes Regarding Eligibility for the High Deductible Health Plan

Temporary hourly workers (eligibility based on FTE, duration of more than 30 days) FTE .75+ (cumulative of all jobs) or measured full-time, offered the high deductible health insurance
Temporary salaried workers (regardless of the FTE, duration of more than 30 days) Reported as full-time & offered the high deductible health insurance

https://hr.charlotte.edu/benefits/benefit-plans/health-insurance

Position Information

General Information

Position Number	STMP15
Working Title	Conference Services Assistant
Division	Student Affairs
Department	Student Union Activities & Rec (Adm)
Work Unit	Student Affairs VC
Work Location	Cone Center
Vacancy Open To	All Candidates
Position Designation	Non-Student Temporary
Employment Type	Temporary - Full-time
Hours per week	40
Work Schedule	Varies, approximately 40 hours per week. Schedule will need to be flexible and will vary with nights and weekends based on the event schedule.
Pay Rate	$11.00 per hour
Minimum Experience/Education	Current college students with a study emphasis in Event Planning, Sport Management, Communications, Hospitality or a related field.
Departmental Preferred Experience, Skills, Training/Education:	Display previous work experience in an administrative or customer service capacity. Some experience in event management. High levels of customer service. Above average administrative ability and knowledge of Google Applications including Docs, Sheets along with daily office tasks. Well organized with the ability to prioritize and handle multiple assignments. Ability to work independently and with a team in a fast-paced environment. Excellent written and verbal communication skills. Strong organizational and leadership skills. Time management and multitasking skills. Thorough attention to details and detail-oriented. Dependability in work attendance and performance. Professional image and tidy appearance. Ability to effectively work with a variety of conference groups and attendees of all ages.
Duties and Responsibilities	The Conference Services Assistant acts as the liaison between Conferences, Reservations and Event Services ( CRES) department and various summer conference groups and camps. The role of the Conference Services Assistant will encompass the final stages of the pre-planning process, on-site registration and all tasks involved to ensure smooth and successful events. The Conference Services Assistant will be required to facilitate weekly meetings and provide on-site assistance for groups. In addition, they will be required to effectively evaluate each event for future planning. Day-to-day tasks may include but are not limited to: Calling and/or emailing clients to follow up on needs to meet deadlines. Working within event planning software and scheduling programs such as 25Live and Iris Coordinator. Addressing client's questions and/or concerns outside of office hours that may arise. Updating databases, spreadsheets and filing and organizing paperwork. Communicating with campus partners including Athletics, Dining, Facilities, Housing, Parking, etc. Checking in on catered meals along with groups eating in dining halls. Ensuring room setups are accurate and appropriate equipment and/or personnel is present before client arrival. Being the point of contact for questions during group check-in and check-outs.
Other Work/Responsibilities	Event Coordination: Assist with event planning and coordination that may include meetings, conferences, camps and special events. Event coverage will include but not limited to checking all required event services and responsibilities, assisting all clients and campus partners with various functions, and troubleshooting/problem-solving during events as required. Administrative Tasks: Assist with administrative functions of the Conference Services Department, including preparing event summaries, gathering event related invoices, entering data into appropriate event systems, providing event debriefs and follow-ups. Customer Service: Assist clients and serve as first point of contact during their events on campus and disseminate information to campus partners including Athletics, Dining, Facilities, Housing, Parking, etc. Conference Assistants also assist with any special project(s) related to the management of contracted events.
Necessary Licenses or Certifications
Proposed Hire Date	05/12/2025
Expected Length of Assignment	13 weeks
Posting Open Date	01/02/2025
Posting Close Date	01/31/2025
Special Notes to Applicants	On-Campus Housing provided (from 05/19/2025-08/01/2025). Must not be taking summer classes. Temporary staff employees are ineligible to receive benefits (leave, health coverage, State service credit, etc.). They are, however, covered by Worker's Compensation provisions. However, any non-permanent employee hired to work 30 or more hours per week for three months or more (cumulative of all positions, and not designated as variable hour worker), must be offered the chance to enroll in the High Deductible Health Plan, within 30 days of their eligibility. Any non-permanent employee hired to work less than 30 hours per week (cumulative of all positions, or designated as variable hour worker - i.e. student workers) are measured during designated measurement periods. If they average 30 or more hours per week over a designated measurement period, they will be offered the chance to enroll in the High Deductible Health Plan, and will be notified of instructions. Special Notes Regarding Eligibility for the High Deductible Health Plan Temporary hourly workers (eligibility based on FTE, duration of more than 30 days) FTE .75+ (cumulative of all jobs) or measured full-time, offered the high deductible health insurance Temporary salaried workers (regardless of the FTE, duration of more than 30 days) Reported as full-time & offered the high deductible health insurance https://hr.charlotte.edu/benefits/benefit-plans/health-insurance

Posting Specific Questions

Required fields are indicated with an asterisk (*).

*
Where did you learn about this posting?

(Open Ended Question)
*
How did you hear about this employment opportunity?
- UNC Charlotte Website
- HERC Job Board
- Inside Higher Education
- Circa (formerly known as Local JobNetwork)
- Another Website
- Agency Referral
- Advertisement/Publication
- Personal Referral
- Other
*
Do you have event and conference planning experience? If how, how large were the events and what planning did they entail.

(Open Ended Question)
*
What does Customer Service mean to you? Please provide a specific example of when you provided excellent Customer Service.

(Open Ended Question)
*
What is your level of Administrative Skills with proficiency in Google software?
- Beginner
- Intermediate
- Advanced

Applicant Documents

Required Documents

Resume / Curriculum Vitae
Cover Letter / Letter of Interest
Contact Information for References

Optional Documents

Unofficial Transcripts
Other Document