Summer 2026 UCGS Administrative Support Lead (Student)

Work Where You Learn: Build Experience, Grow Skills, and Contribute to Your University Community.

 

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 Student Leadership Team (SLT) acts in a paraprofessional capacity during the summer conference season, assisting University Conference & Guest Services (UCGS) with conference and event planning duties at client-facing and operational levels. The Administrative Support Lead (ASL) reports directly to the Senior Operations Manager within University Conference & Guest Services. The ASL is responsible for cross-referencing space reservations with charged items, creating final bills, sending bills to clients, and maintaining the financial audits. The ASL will oversee the residence hall desk supplies and work in conjunction with the Operations Lead (OL) to maintain, submit 2fix tickets, and track facilities’ requests statuses.

 Essential Functions:

• Final Billing: The Administrative Support Lead will coordinate with UCGS pro-staff and Business Services Finance team for final billing.

• Review invoice summary Excel sheets provided UCGS pro-staff, cross-reference charged items with database to ensure all charges were accounted for and ensure all Excel formulas were functioning properly.

• Input transactions from the invoice summary sheet into Star Rez to create the final invoice.

• Prepare final bill packets to include UCGS and campus partner invoices for pro-staff review.

• Send final bill packets to clients.

• Maintain financial audits of all contracted clients by printing the necessary documents (contracts, final bill, etc.) and filing papers into the correct folders.

• Operations: The Administrative Support Lead will work alongside/backstop the Operations Lead to manage 2-fix requests from clients and staff.

• Monitor maintenance requests submitted by the student staff on behalf of the clients, submit 2-fix requests, track the status of work orders, and follow up with 2-fix, as necessary.

• Manage maintenance requests submitted by Operations Assistants during facilities rounds, submit 2-fix requests, track the status of work orders, and follow up with 2-fix, as necessary.

• Assist in closing the residence halls by submitting facilities issues found at the end of the summer to campus partners (housing and facilities management) to prepare residence halls for academic year.

• Residence Hall Front Desks: The Administrative Support Lead will oversee the residence hall front desks and hall materials.

• Prepare for the setup of the bulletin board by having materials printed, separated, and distributed to each residence hall during training week.

• Visit the open residence hall desks 2 times a week to check the desk supplies.

• Maintain desk supplies for Conference Assistants and Overnight Conference Assistants by ensuring each desk is equipped with pens, paper/sticky notes, lanyards, dining hall hours, and maps for the metro, campus, and Tenleytown.

• Serve as an active participant in summer opening and closing procedure.

• Be an active part of the Summer Leadership Team and serve as a leader within the student staff community.

• 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 and respond to emails within 24 hours, as directed by UCGS professional st