Summer Event Associate - Temporary

Overview

BACKGROUND:

Conference and Event Services (CES) serves as a centralized resource for planning academic year and summer conferences, meetings, and events at Princeton University. CES provides guidance and education on event related policies and compliance, and space scheduling support for the University. The CES team shares a commitment to consistently providing exceptional customer service while cultivating sustainable relationships with internal and external clients. CES is the liaison to external, not-for-profit organizations that are interested in renting University facilities. CES oversees Princeton University’s summer program for internal and external customers including conferences, enrichment programs, workshops, meetings, etc. CES prides itself in being the best at what they do by embracing a comprehensive approach to advising the event planner community on events at Princeton University.   

 

Conference and Event Services is guided by the three University Services pillars: service excellence, efficiency and effectiveness, and team and people.

 

SUMMARY OF POSITION:

CES supports over 100 programs and events during the summer months. The Event Associates provide support for our summer operation under the guidance of the full-time CES staff. They work with program administrators during the event planning and execution processes to ensure that events and programs are executed successfully. Summer Event Associates are front line support and serve as the face of Princeton University to our summer guests. Successful candidates will gain valuable experience in event management, project management, and customer service amongst other skills.

 

The hourly rate for this position is $18.50 plus on-campus housing and meal plan. This position is temporary.

 

PROCESS TIMELINE:

• May 1st: Official Date of Hire
• May 2nd and May 16th: Virtual Training Sessions
• May 28th: Official Move In Date
• August 3rd: Official Move Out Date

Responsibilities

RESPONSIBILITIES:

Conference/Event Management

·       Serve as a resource and contact for program and event administrators.

·       Conduct efficient check-in and check-out processes for residential summer programs/conferences.

·       Inspect residential facilities to ensure residence halls are ready for each program and conference.

·       Prepare program/conference materials such as maps, folders, linen packets, rosters, etc.

·       Drop off and pick up linen to dorm rooms and the laundry facility.

·       Set up tables, chairs, and signs for special events.

·       Check-in program and conference attendees using our IRIS software system.

 

Administrative

·       Perform administrative office duties including copying, filing, answering telephone calls and emails.

·       Responsible for maintaining accurate records for program attendees, program related expenses etc.

·       Required to attend staff trainings and meetings.

·       Serve as a liaison between CES and other on-campus departments.

 

Technical

·       Utilize software systems (Iris, CCure, and Salto) to manage participant registration, check-in and check-out procedures.

·       Assign participants to rooms and program key card access to residential and meeting spaces on campus.

·       Troubleshoot errors and work with the appropriate staff to find resolutions.

·       Use Princeton systems to place work orders; for facilities requests, A/V support and building access requests.

·       Provide audio visual support for conferences, classes and meetings hosted by summer programs.

 

Other Responsibilities:

·       Work outdoors in a variety of temperatures and environmental conditions.

·       Drive University vehicles including passenger vans, cargo vans and golf carts.

·       Other duties as assigned.

Qualifications

REQUIRED QUALIFICATIONS:

·       Strong client management and customer service skills, time management, self-motivation, teamwork, leadership qualities, attention to detail, Flexible, adaptable, proactive, conflict resolution-based thinking, ability to learn and   receive feedback.

·       Ability to take direction from multiple supervisors while working both independently and as a member of a task force team.

·       Must be organized and calm under pressure as this job varies from day to day.

·       Strong oral and written communication skills.

·       Proficiency with computer/technical use and willingness to learn new systems and tech