Summer Assistant
Position: Summer Assistant
Location: University of Portland Campus
Department: Conferences
Genre: Guest Hospitality Services
Apply: https://uportland.peopleadmin.com/postings/1691
Position Summary:
Summer Assistants are integral to the daily management, leadership, and operations of camps and conferences at the University of Portland. They assist with conference preparations, facilities management, peer leadership and support, administrative tasks, and guest relations. This position is designed to provide opportunities to hone customer service skills, team development, and program administration and execution.
Dates of Availability & Schedule:
- Training: Monday, June 3 – Wednesday, June 5 – Timing TBD
- Consistent availability from Monday, June 3 – Friday, August 9
- Weekly meetings: Tuesdays from June 4 – August 6
- Summer Conferences begin in mid-June and run through early August. There are required work weeks before conferences begin and after they end.
- Hours are based on client needs and will fluctuate weekly. This could include early mornings, midday, and evenings.
The Summer Assistant is required to ensure their shift is covered in advance for any dates they will be out of the office. All vacation requests need to be approved.
ESSENTIAL JOB FUNCTIONS OF THE POSITION
Responsibilities include, but may not be limited to the following:
Peer Leadership and Support
- Develop and maintain ongoing professional relationships with fellow staff.
- Demonstrate a positive attitude and commitment toward teamwork and community building.
- Provide direction, instruction, and leadership to fellow staff members during guest check-in/check-out periods.
- Assist in all housing areas when the conference schedule requires additional staffing.
- Assist fellow staff in completing assignments and meeting deadlines.
Customer Service
- Assist conference guests with check-in and check-out procedures.
- Follow up on guest concerns and questions in a courteous and timely manner.
- Serve as an information resource for conference guests.
- Treat all conference guests respectfully and helpfully.
Guest Relations
- Demonstrate initiative in greeting conference guests during their stay on campus.
- Develop and maintain on-going professional relationships with conference guests.
- Maintain and update information centers such as bulletin boards and display areas regularly.
- Communicate suggestions and make recommendations to immediate supervisor when appropriate.
- Respond to negative conduct from individuals through appropriate channels.
- Prepare conference guest rosters and room assignments when appropriate.
- Confirm that residence hall(s) are ready for group check-in (i.e.: appropriate signage posted, desk materials set, rooms prepared, etc.).
Facilities Management
- Prepare key packets before and inventory all keys following each conference.
- Investigate, report, and follow up on damage to guest rooms, hallways, and community areas.
- Assist in reporting maintenance and housekeeping concerns. Address minor concerns when possible.
- Assist in comparison of guest room rosters with actual room occupancy regularly (re-assignments, no shows, etc.).
- Monitor linen inventory.
- Inform guests of fire evacuation procedures and general safety and security policies. Conduct periodic reviews and enforce policy when needed.
- Complete room checks before and following guest stay.
- Assist with room preparation (distribution of new linen, toiletries, welcome information, etc.).
- Assist with the common area set up and tear down for check-ins, check-outs, and special requests.
Administration
- Complete training program.
- Attend weekly staff meetings and participate in staff activities as directed.
- Participate in scheduled desk shifts, on-call overnight duty/nightly rounds, and administrative hours when necessary.
- Assist with conference preparation, set up, check-ins and check-outs.
- Assist with preparing front desks and residence halls for transition from summer operations to fall opening and early arrivals.
- Create directional & informational signage appropriate to specific camps/conferences.
- Draft end-of-conference reports documenting pertinent information and details about facilities, guest conduct/behavior, check-in and check-out procedures, and staff observations/feedback.
- Perform other duties as assigned by supervisor(s).
MINIMUM QUALIFICATIONS
- Must be enrolled in classes for the 2024-25 academic year.
- Must be able to work at least 15 hours per week and duration of all camps/conferences assigned.
- The Conferences & Special Projects Director must approve:
- Any other employment.
- All vacations and multiple days away.
- Must reside on campus.
- This position requires flexible scheduling and availability at various hours, seven days a week, including Federal Holidays.
- Must be accessible and available for assigned camps/conferences, including presence at camp/conference check-in and check-out.
- Positive attitude; team player.
- Strong interpersonal communication skills.
- Strong organizational skills, attention to detail, and demonstrated ability to multi-task.
- Mandatory participation in summer staff training sessions.
COMPENSATION
- $15.45/hour (on-call duty hours paid when actively addressing issues).
- Summer housing in a double room in the designated summer residence hall at no cost; ability to pay the difference for a single room, should one be available.
- Interim housing in May and August at no cost.
- Meals are provided in the Commons while summer groups are on campus. A schedule will be provided.
APPLY HERE
