Conference Manager
Conference Manager
Posted on :
11-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
11-04-2025
Job Description
Position Summary
During the summer months the Office of Conference Services OCS employs Conference Managers to work with operations and reservations functions for conference camp and guest groups using Villanovas meeting dining housing catering and recreation facilities. Conference Managers (CMs) will supervise and work beside the Conference Assistants (CAs) to prepare set up and maintain housing and meeting accommodations for guests and provide registration services.
Duties And Responsibilities
Supervise CA staff to facilitate preparation for the arrival and stay of guest groups. Assist CAs in the completion of tasks whenever possible. Assign and distribute tasks to CAs using proprietary Conference Services software accounting for the number of CAs a task requires which CA is responsible for which task and the necessary window of time needed for a task. Manage the load of daily tasks per shift based on when shifts do and do not overlap using proprietary Conference Services software. Plan prepare update and implement daily/weekly/seasonal operation plans using proprietary Conference Services software. Check in on progress on assigned daily tasks accounting for work consistency timeliness and schedule concerns and make adjustments (i.e. reassigning a task to another date reassigning a task to another CA assigning another CA to a task removing a CA from a task etc. using proprietary Conference Services software when and where necessary and possible. Update task log(s) using proprietary Conference Services software to reflect the status of daily weekly and seasonal tasks such as completed inprogress unassigned etc. Assist ProStaff with assigning CAs to weekly shifts and redistributing CAs from anticipated shifts using proprietary Conference Services software based on workload need flexibility and requests. Verify tasks are done through full completion and circling back with CAs to address any incompletions. Serve as a point of communication for CAs at all times including moments of uncertainty moments of concern etc. Communicate with other SMs about which tasks were completed and which were incomplete from the previous shift. Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete. Communicate CA updates trends and concerns to Professional Staff. Staff and facilitate linen deliveries and pickups. Attend daily weekly and monthly meetings with Professional Staff held as needed. Conduct CA performance evaluations and managing the overall performance of CAs addressing any trends changes strengths and areas of improvement. Engage in and help facilitate staff meetings and training. Host ongoing CA staff training throughout the duration of the CM role addressing any problem areas and conducting refreshers as needed. Manage the preparation of guest housing accommodations to ensure Conference Services standards (i.e. distributing bed linens blankets towels lined trash cans soap shampoo/conditioner toilet paper and other assorted room toiletries) are met. Manage the preparation of rooms for guest groups which includes linen exchange checking room inventory making beds with provided linen if applicable etc. Facilitate and assist in conducting breakdowns of apartments and dorms meeting spaces lounge spaces and recreation spaces in accordance with Conference Services standards (i.e. collecting bed linens blankets towels lined trash cans soap shampoo/conditioner toilet paper other assorted room toiletries tables chairs supplies and other materials). Manage the checkin and checkout processes according to prescribed procedures for different locations on campus using proprietary Conference Services software. Manage precheckin room inspections and building walkthroughs with camp/meeting planners. Manage the preparation of guest registrations and scheduled group meetings which includes delivering tables chairs supplies and materials and setting up rooms. Manage the preparation of meeting spaces lounge spaces or recreation spaces to ensure Conference Services standards are met and meet group specifications and setup requirements. Manage the preparation of registration materials (including room assignments wildcards keys etc. in advance of group arrivals and scheduled registration activity as well as afterhours registration as assigned. Facilitate and assist with pre/postseason apartment and dorm setup breakdown and room assessments and ensure completion of all necessary forms. Manage track and log the inventory organization and cleanliness of all equipment all office spaces and all storage rooms across campus throughout the duration of the CM role. Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory.
Minimum Qualifications
High School Diploma Takes initiative Timeliness Mediation Skills SelfSufficient SelfMotivated Team Building skills Completes assigned job tasks Reliability Attention to detail Verbal communication skills Adaptability Team player Enthusiastic Responsible Ability to drive a motor vehicle Basic familiarity with tablets and laptops
Preferred Qualifications
Some college education Shift Management Customer service Event Management Clerical Services Leadership and hospitality industry skills and experience Proficient use of tablets and laptop devices
Work Schedule
casual/seasonal
During the summer months the Office of Conference Services OCS employs Conference Managers to work with operations and reservations functions for conference camp and guest groups using Villanovas meeting dining housing catering and recreation facilities. Conference Managers (CMs) will supervise and work beside the Conference Assistants (CAs) to prepare set up and maintain housing and meeting accommodations for guests and provide registration services.
Duties And Responsibilities
Supervise CA staff to facilitate preparation for the arrival and stay of guest groups. Assist CAs in the completion of tasks whenever possible. Assign and distribute tasks to CAs using proprietary Conference Services software accounting for the number of CAs a task requires which CA is responsible for which task and the necessary window of time needed for a task. Manage the load of daily tasks per shift based on when shifts do and do not overlap using proprietary Conference Services software. Plan prepare update and implement daily/weekly/seasonal operation plans using proprietary Conference Services software. Check in on progress on assigned daily tasks accounting for work consistency timeliness and schedule concerns and make adjustments (i.e. reassigning a task to another date reassigning a task to another CA assigning another CA to a task removing a CA from a task etc. using proprietary Conference Services software when and where necessary and possible. Update task log(s) using proprietary Conference Services software to reflect the status of daily weekly and seasonal tasks such as completed inprogress unassigned etc. Assist ProStaff with assigning CAs to weekly shifts and redistributing CAs from anticipated shifts using proprietary Conference Services software based on workload need flexibility and requests. Verify tasks are done through full completion and circling back with CAs to address any incompletions. Serve as a point of communication for CAs at all times including moments of uncertainty moments of concern etc. Communicate with other SMs about which tasks were completed and which were incomplete from the previous shift. Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete. Communicate CA updates trends and concerns to Professional Staff. Staff and facilitate linen deliveries and pickups. Attend daily weekly and monthly meetings with Professional Staff held as needed. Conduct CA performance evaluations and managing the overall performance of CAs addressing any trends changes strengths and areas of improvement. Engage in and help facilitate staff meetings and training. Host ongoing CA staff training throughout the duration of the CM role addressing any problem areas and conducting refreshers as needed. Manage the preparation of guest housing accommodations to ensure Conference Services standards (i.e. distributing bed linens blankets towels lined trash cans soap shampoo/conditioner toilet paper and other assorted room toiletries) are met. Manage the preparation of rooms for guest groups which includes linen exchange checking room inventory making beds with provided linen if applicable etc. Facilitate and assist in conducting breakdowns of apartments and dorms meeting spaces lounge spaces and recreation spaces in accordance with Conference Services standards (i.e. collecting bed linens blankets towels lined trash cans soap shampoo/conditioner toilet paper other assorted room toiletries tables chairs supplies and other materials). Manage the checkin and checkout processes according to prescribed procedures for different locations on campus using proprietary Conference Services software. Manage precheckin room inspections and building walkthroughs with camp/meeting planners. Manage the preparation of guest registrations and scheduled group meetings which includes delivering tables chairs supplies and materials and setting up rooms. Manage the preparation of meeting spaces lounge spaces or recreation spaces to ensure Conference Services standards are met and meet group specifications and setup requirements. Manage the preparation of registration materials (including room assignments wildcards keys etc. in advance of group arrivals and scheduled registration activity as well as afterhours registration as assigned. Facilitate and assist with pre/postseason apartment and dorm setup breakdown and room assessments and ensure completion of all necessary forms. Manage track and log the inventory organization and cleanliness of all equipment all office spaces and all storage rooms across campus throughout the duration of the CM role. Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory.
Minimum Qualifications
High School Diploma Takes initiative Timeliness Mediation Skills SelfSufficient SelfMotivated Team Building skills Completes assigned job tasks Reliability Attention to detail Verbal communication skills Adaptability Team player Enthusiastic Responsible Ability to drive a motor vehicle Basic familiarity with tablets and laptops
Preferred Qualifications
Some college education Shift Management Customer service Event Management Clerical Services Leadership and hospitality industry skills and experience Proficient use of tablets and laptop devices
Work Schedule
casual/seasonal
Required Experience:
Intern
Employment Type
Full Time
Key Skills
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