Summer 2026 UCGS Operations & Scheduling Lead (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 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 Operations & Scheduling Lead (OSL) reports directly to the Senior Operations Manager within University Conference & Guest Services. The OSL is responsible for creating the master schedule of all student staff members in the scheduling software as well as approving timesheets in Workday. The OSL will conduct clean linen inventories by sorting linens and organizing the package rooms in the residence halls. The OSL will oversee the venues within residence halls and report damages by clients to the Senior Operations Manager.

 

Essential Functions:

• Scheduling & Payroll: The Operations & Scheduling Lead will oversee all aspects of scheduling and reporting of hours.

• Review availability and Request for Time-Off (RTO) of 50+ student employees.

• Create and assign all shifts for the (3) student staff positions: Operations Assistant (OA), Overnight Conference Assistant (OCA), Conference Assistant (CA).

• Publish the entire summer schedule by April 24, 2026.

• Handle shift swaps and drops throughout the conference season in accordance with the UCGS Scheduling Policy by approving/denying requests in SubItUp.

• Manage and maintain confidentiality weekly timesheets submitted by student staff via WorkDay. Responsible for approving or rejecting student submissions. Following up with student staff when necessary. Ensure student staff follow the required hours as set forth by UCGS.

• Maintain the UCGSScheduling email inbox by responding to emails from OAs, CAs, and OCAs, for shift changes and timesheet discrepancies.

• Communicate proactively with professional staff regarding staffing issues and concerns.

• Residence Hall Front Desk: The Operations & Scheduling Lead will oversee the residence hall front desks and package rooms.

• Complete a linen audit at open residence halls desks 2 times a week, as well as organize the linens at the desks.

• Notify Aramark Housekeeping when clean linens are needed at a building or when a dirty cart needs to be picked up.

• Monitor daily temp card audit for each residence hall and email UCGS pro-staff missing card information including name of guest, conference group, room, and date card was issued.

• Monitor submaster/admin key audits performed by Operations Assistants.

• Venue Operations: The Operations & Scheduling Lead will spreadhead the tracking and reporting of venue spaces in residence halls.

• Utilize space rental reports to assign Operations Assistant venue inspection tasks in Trello before and after a client’s arrival to assess damages in the space.

• Monitor venue inspection submissions from Operations Assistants.

• Inform the Senior Operations Manager of damage and the client that caused the damage.

• Assist Senior Operations Manager, Operations Lead, and Administrative Support Lead with operational and facilities requests as needed.

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

• Support the Operations Assistants in the executi