UCGS Summer Student Leadership Team

Position Overview

The Student Leadership Team (SLT) acts in paraprofessional capacity in preparation for and during the summer conference season, assisting University Conference & Guest Services (UCGS) with conference and event planning duties at client facing and operational levels. SLT will each report directly to a UCGS Professional Staff (ProStaff) member and will become experts in their specific projects, while maintaining a sense of teamwork and shared responsibility with ProStaff and each other. 

Position Responsibilities: All SLT Members

1.    Respond to requests from Student Staff, ProStaff and clients during office hours, 8am – 8pm daily. 
2.    Be an active part of the Summer Leadership Team and serve as a leader within the student staff community.
3.    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.
4.    Other tasks as assigned.

Position Responsibilities: Conference Lead

Conference Leads report directly to one of the UCGS Conference & Event Managers and will become experts in their portfolio of conferences, including finalizing details for their clients’ arrivals, mid-stay needs and departure, onsite coordination, supporting Conference Assistants with frontline customer service and responding after-hours as part of the Duty structure. The Conference Lead will be responsible for working with conference groups and planners during their stay at American University and assist the Conference & Event Managers with various administrative aspects such as updating StarRez (summer conference management system), verifying check in/out documents, classroom and meeting space reservations, parking/transportation, and fitness center access.

1.    Assist UCGS ProStaff with conference group preparations and needs. Tasks will include but are not limited to: 
•    Sending Final Reservation Forms to clients and ensuring they are returned by their deadlines.
•    Maintaining updated records in StarRez of all client information.
•    Preparing guest access cards and room rosters.
•    Assisting in the planning and staffing of conference check in/out.
•    Providing campus tours for conference groups as needed. 
•    Helping to reserve, manage, and check all meeting space reservations and AV requests. 
•    Tracking and assisting in all parking/transportation and fitness center access requests.
•    Providing the highest level of customer service to all guests on campus.
•    Supporting Conference and Operations Assistants in the execution of their duties as required. 
2.    Serve in 2 single-week (7 consecutive days) duty rotations with the other members of the Summer Leadership Team. 
•    As the SLT on duty, respond to after-hours requests from Student Staff, ProStaff and clients on housing issues, guest cards, meal plans, room set-up, etc.
•    Refer all crises/emergencies to AU Police, Community Director, or UCGS ProStaff on duty and file detailed Incident Reports, to be maintained as part of UCGS official records.  
•    Document all calls through the daily duty report and submit the report by 10:00am each day. 
3.    Respond to requests from Student Staff, ProStaff and clients during office hours, 8am – 8pm daily. 

Position Responsibilities: Operations Lead

Operations Leads (OL) report directly to the UCGS Operations Manager and are responsible for assisting their supervisor with any on-site coordination of various summer operations across campus. Operations Leads will work in conjunction with the Conference Leads (CLs) and the Intern Lead (IL) to oversee all meeting spaces and residence halls that are utilized by University Conference & Guest Services (UCGS) during the summer conference season.

1.    Assist UCGS Managers with conference group preparations as needed. Tasks will include but are not limited to: 
•    Tracking all meeting space reservations, furniture setups, and audio/visual requests for University Conference & Guest Services’ premier venue, Constitution Hall, as well as other spaces used across campus.
•    Supervise the event space set-up process and work with the UCGS professional staff to ensure customer requirements are met.
•    Oversee the room readiness process in the residence halls by communicating with appropriate campus partners and preparing information for room checks to be completed to ensure rooms are ready for guest occupancy.
•    Maintain condition of UCGS facilities/residence halls, furniture, and equipment and report any problems as they arise. 
•    Monitor maintenance requests submitted by the staff, submit 2fix requests, track the status of work orders, and follow up with 2fix as necessary. 
•    Assist in closing residence hal