Academic Year Operations Assistant (Student)

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This position is available only to enrolled American University students.

 

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Department:

Conference Operations Support

Time Type:

Part time

FLSA Status:

Non-Exempt

Job Description:

Summary:

The Operations Assistant (OA) position reports directly to the Senior Operations Manager. The Operations Assistants are responsible for overall support of University Conference & Guest Services (UCGS) operations before, during, and after weekday business hours. The Operations Assistants oversee/monitor the facilities during events & provide AV support in Constitution and Duber event spaces.

Responsibilities:

• The Operations Assistant position will assist the Senior Operations Manager and UCGS guests with tasks pertaining to event setups and event support.

• The Operations Assistants will set up events in University Conference & Guest Services’ premier venue, Constitution Hall.

• Coordinate with the Senior Operations Manager and Operations & Scheduling Lead to complete meeting room and event set ups.

• Perform and verify the setup for an event is complete (and clean) in the exact manner as described on the Social Tables diagram provided by the Senior Operations Manager and Operations & Scheduling Lead on Trello.

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

• Uphold order and keep inventory in all storage spaces via the storage space diagrams provided under the guidance of the Senior Operations Manager, UCGS professional staff, Operations & Scheduling Lead.

• Understand operational capabilities and best usage of the space.

• The Operations Assistants will work at events in Constitution Hall by supporting the guests as the UCGS representative.

• Provide a high level of customer service to all UGCS guests when working an event by answering questions, completing reasonable day-of setup changes, and ensuring that clients are following venue policies.

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

• Basic AV needs include connecting a laptop for projection, distributing microphones/lavaliers, adjusting systems' volume, changing the microphone’s batteries, and playing music.

• Conduct Constitution Hall event space walkthroughs regularly during events to monitor the facility’s cleanliness in the bathrooms, trash cans, and check the microphone’s batteries levels.

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

• Complete an “Event Close Out” form after working an event.

• Understand, enforce, and adhere to all relevant policies/procedures as set forth by University Conference & Guest Services, the Student Code of Conduct, and American University.

• Attend all required training/meetings as directed by the Senior Operations Manager.

• Respond to emails within 24 hours from the Senior Operations Manager and Operations & Scheduling Lead.

• Other duties as assigned by the Senior Operations Manager, UCGS professional staff, Operations & Scheduling Lead, and Conference Lead.

• Encourage and maintain a community atmosphere where the rights and responsibilities of staff, residents, and guests are held in high regard.

• Encourage the development of a staff ‘team’ and actively work to address tensions/interpersonal issues of the staff as they arise.

• Ensure that staff members create a welcoming environment for guests and maintain standards for a high level of customer service