Student Leader: Operations & Scheduling Lead (Student)

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Department:

Conference Operations Support

Time Type:

Part time

Job Description:

Summary:

The Operations & Scheduling Lead acts in paraprofessional capacity during the academic year, assisting University Conference & Guest Services (UCGS) with event planning duties at the client facing and operational levels. The Operations & Scheduling Lead reports directly to the UCGS Operations Manager and is responsible for assisting their supervisor with any on-site coordination of Constitution and Duber event spaces. The Student Leader is responsible for creating the Operations Assistants’ (OA) schedules, in the SubItUp scheduling software, as well as Constitution Hall event space diagrams in Social Tables. They will assist professional staff with all aspects of scheduling and event operations during the academic year.

Position Responsibilities:
1. Operations: The Operations & Scheduling Lead will assist UCGS Managers with conference group preparations as needed. Tasks will include but are not limited to:

• Assist the Operations Manager with meeting space reservations, furniture setups, and audio/visual requests for University Conference & Guest Services’ premier venue, Constitution Hall.

• Coordinate with the Operations Manager and UCGS Managers to create event diagrams on Social Tables for the Operations Assistants to execute the setup.

• Upload Social Tables diagrams to Trello cards for Operations Assistants to execute during an event setup shift.

• Monitor and maintain the condition of UCGS facilities, furniture/equipment, and report problems as they arise.

• Ensure all the storage spaces are kept in order in accordance with the storage space diagrams provided by the Operations Manager.

• Understand operational capabilities and best usage of the event space.

• Act as an on-site point of contact for basic audio/visual needs and demonstrate proper operation to guests when necessary.

• Perform locking and unlocking procedures at the beginning and end of each event, when directed.

• Assist Operations Assistants with tasks as necessary.

2. Scheduling: The Operations & Scheduling Lead will oversee all aspects of scheduling and reporting to include, but not limited to the following:

• Create and assign all shifts (event setup and event support) for the Operations Assistants (OA).

• Publish the schedule for the next two weeks on Fridays.

• Maintain request for Request for Time-Off (RTO), shift swaps and drops throughout the academic year.

• Manage and maintain confidentiality with weekly timesheets submitted by Operations Assistants via WorkDay. Responsible for approving/rejecting student staff submissions, as well as following up with the staff when necessary.

• Communicate proactively with the Operations Manager regarding staffing issues and concerns.

3. Front Desk: The Operations & Scheduling Lead will work at the front desk of the UCGS main office in Duber Hall. Tasks will include but are not limited to:

• Serve as primary point of contact for guests and other visitors to the office. Operations & Scheduling Lead will answer questions and refer the guest to the appropriate professional staff member, if unable to assist.

• Answer calls and transfer the caller to the appropriate professional staff member.

• Answer calls from potential clients and collect information about conference and events inquiries.

• Be appropriately dressed for greeting and interacting with guests of the university while working a shift.

• Maintain confidentiality regarding any conversation, phon