Academic Year Conference Lead (Student)

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This position is available only to enrolled American University students.

 

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Department:

University Conference & Guest Services

Time Type:

Part time

FLSA Status:

Non-Exempt

Job Description:

Summary:

The Conference Lead (CL) acts in a paraprofessional capacity during the fall and spring academic year, assisting (3) University Conference & Guest Services (UCGS) Conference Managers with conference and event planning duties at client facing and operational levels. The CL reports directly to the Director of UCGS. Duties will include planning, onsite execution, and post event analysis, of 10-12 internal AU clients each semester.  The CL may also support UCGS staff on selected projects throughout the academic year. Requires some non-traditional hours throughout the year.

Responsibilities:

1.) Conference Planning

• Serves as a primary contact for internal groups utilizing Constitution and Duber Hall Event spaces.

• Serves as the client's primary contact during the planning process to determine meeting and functional space requirements, AV equipment needs, catering services, conference center services, and logistical requirements.

• Complete venues tours and convene coordination meetings as needed, both independently and in collaboration with the Conference Managers.

• Creates and maintains profile and documentation charts on conference groups, including conference logistics, contract and supplemental information, and other paperwork required.

• Assist Conference Managers with communication between campus partners (IT, Public Safety, Facilities, etc.) providing relevant and appropriate information related to conferences.

• Supports Operations Assistants in the execution of their duties as required.

2.) Onsite Operations

• Coordinates all logistical details for conferences and acts as necessary to ensure room setup is correct, ensures a successful load-in and load-out of the event space, and coordinates the clean-up after the event.

• Additional logistical responsibilities include working with Chartwells Catering as well as internal and external audio-visual services.

• Provides visible, proactive, on-site coverage for events to ensure client satisfaction.

• Interprets client needs, anticipates potential problems, and determines the best solution for having a successful event.

• Keeps detailed and accurate written records.

3.) Post Conference

• Completes detailed Program Notes and Close-Out Reports.

• Conducts post-event assessments, analyzing summaries and participant and client feedback to identify areas of improvement, vendor performance, and improved preparation for future events.

• Collaborates closely with Conference Managers to ensure billing processes are accurate and complete.

Position Type/Expected Hours of Work:

• Part-Time.

• 8-10 hours per week.

• Occasional evening and weekend hours required.

Salary Range:

• $19.00 per hour.

Required Education and Experience:

• Strong administrative and organizational skills. Strong interpersonal and customer service skills.

• Previous summer conference and/or event planning experience.

• Proven excellence in managing large numbers of details and logistics with a project or event.

• Familiarity with the Microsoft Office suite (Microsoft Word, Excel, Outlook).

• Ability to represent American University by means of a pleasant and helpful disposition, a positive attitud