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Conference Assistant (full or part time)

 Conference Services is seeking dependable and enthusiastic students to assist professional staff and managers in all aspects of conference coordination and production. Ideal candidates should possess strong teamwork skills, problem-solving abilities, and flexibility. While prior experience in the Georgia Tech Department of Housing and Residence Life is a plus, a background in hospitality, customer service, or public relations is helpful but not required.

This position involves both teamwork and independent work with variable shifts, resulting in a fluctuating schedule each week. It offers significant customer interaction, making it essential for staff to develop strong soft skills.

  • Part-time conference assistants are required to be available for a minimum of 15 hours per week, maximum 20 hours per week. Part-time candidates may take up to 6 credit hours in the summer. Requests for time off are not guaranteed.
  • Full-time conference assistants are required to be available for a minimum of 30 hours per week, maximum 40 hours per week. Full-time candidates may not register for summer classes or have other employment. Requests for time off are not guaranteed.

Primary Responsibilities: 
Take into consideration the following expectations for Conference Assistants when applying for a position.

Guest Relations

  • Provide the highest level of customer service to all guests
  • Serve as the first point of contact for conference guests, campus students, staff, and all other visitors.
  • Possess strong written and verbal communications skills
  • Answer phone calls and direct questions
  • Problem solve and answer all questions about services offered, conference schedules, information pertaining to campus and the Atlanta area.

Conferences

  • Understand and perform efficient check-in and check-out procedures for conference guests and interns, including distribution of keys and check-in materials, and ensure that check-in materials are filled out completely and accurately
  • Monitor and troubleshoot conference and camp activities including reporting facilities concerns in a timely manner and following up as needed
  • Provide campus tours for conference groups as needed
  • Provide basic conference preparation, administrative support, and basic clerical services.
  • Handle emergencies and other situations that arise when the professional staff is unavailable.

Job Requirements

  • Follow dress code and always conduct oneself in a professional manner.
  • Some light lifting will be required.
  • Applicant preferred to have a valid US driver’s license. Driving a departmental vehicle may be part of job duties; mandatory training will be provided.
  •  Work overnight duty shifts scheduled on a rotational basis
  • Flexibility as this position steps into other teams to assist customers.
  • Other duties as assigned.

Compensation: 
Full Time: Pay rates starting at $10.50/hr with on-campus housing provided
Part Time: Pay rates starting at $10.50/hr, no on-campus housing provided
* Base rate is dependent on the type of shift worked. Opportunities for higher pay rates available dependent on experience working with Conference Services.

 

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Set-up Services Team (full or part time)

The Set-up Services Team is responsible for the setup and breakdown of event requirements, which includes inspecting and preparing lodging facilities, meeting spaces, and managing equipment inventory and maintenance. Duties involve arranging furniture such as beds, chairs, tables, tents, and other heavy equipment, as well as distributing and collecting linens and processing maintenance requests. Additional responsibilities encompass setting up and dismantling audio-visual equipment, troubleshooting technical issues, and delivering front-facing customer service. Previous experience is helpful but not required.

Positions Available

  • Part-time Set-up Services staff are required to be available for a minimum of 15 hours per week, maximum 20 hours per week. Part-time candidates may take up to 6 credit hours in the summer. Requests for time off are not guaranteed.
  • Full-time Set-up Services staff are required to be available for a minimum of 30 hours per week, maximum 40 hours per week. Full-time candidates may not register for summer classes or have other employment. Requests for time off are not guaranteed. Housing is provided for full time staff.

Job Requirements

  • Ability to lift up to 50 pounds: Comfortable handling and moving heavy equipment and materials as required for event setup and breakdown.
  • Strong organizational skills and attention to detail: Capable of managing multiple tasks efficiently while ensuring all elements of event preparation are executed accurately.
  • Adherence to dress code: Required to dress according to the specified uniform guidelines presented during staff training, maintaining a professional appearance at all times.
  • Valid U.S. driver’s license preferred: Applicants should ideally possess a valid driver’s license, as driving a departmental vehicle may be part of the job duties. Mandatory training will be provided to ensure safety and compliance.
  • Ability to work independently and collaboratively: Flexible in working alone or as part of a team, demonstrating strong interpersonal skills and adaptability in various work environments.

Primary Responsibilities 
Take into consideration the following expectations for the Set-up Services staff when applying for a position.

  • Perform equipment setup and breakdown for indoor and outdoor meetings and events: Efficiently arrange and disassemble furniture, audio-visual equipment, and other necessary items to ensure seamless event execution.
  • Complete inventory checks and maintain logs: Conduct regular inventory assessments, keeping accurate written and electronic records. Manage mail delivery and tracking, and ensure storage spaces are organized and accessible.
  • Manage basic audio/visual equipment needs: Set up and operate essential audio/visual equipment while employing troubleshooting techniques to resolve any technical issues that arise.
  • Communicate effectively with team members and clients: Maintain clear and professional communication with the set-up services manager, supervisors, professional staff, and clients to ensure all event requirements are met.
  • Assist with guest registration and check-in/out processes: Support the registration process by welcoming guests, verifying information, and assisting with check-in and check-out procedures.
  • Work overnight duty shifts on a rotational basis: Be available for scheduled overnight shifts, demonstrating flexibility and reliability in fulfilling job responsibilities.
  • Interact with clients to provide excellent customer service: Deliver high-quality support related to services and equipment, ensuring a positive experience for all clients and guests.

Compensation:
Full Time: Pay rates starting at $10.50/hr, with on-campus housing provided
Part Time: Pay rates starting at $10.50/hr, no on-campus housing provided
* Base rate is dependent on the type of shift worked. Opportunities for higher pay rates available dependent on experience working with Conference Services.

 

Conference Managers (full time)

Conference Managers are responsible for specific areas critical to the success of our programs. All managers are expected to help co-lead the Conference Services team to ensure conference guests receive the highest level of service and accommodation. Additionally, managers may be asked to perform tasks related to their responsibilities that are not explicitly listed in the job descriptions.

Full-time Manager staff will be required to be available for a 40 hours per week. Full-time candidates may not register for summer classes or have other employment. Time off may be requested but not guaranteed. Housing is provided for full time staff.

Manager Skill Requirments

  • Effective Communication: Clearly conveys information, expectations, and feedback to team members, fostering open dialogue.

  • Leadership: Inspires and motivates team members, setting a positive example and guiding them toward shared goals.

  • Organization: Manages time and resources efficiently, prioritizing tasks and ensuring that projects stay on track.

  • Problem-Solving Skills: Analyzes issues critically and develops effective solutions, remaining calm under pressure.

  • Adaptability: Embraces change and remains flexible in response to new challenges, adjusting strategies as needed.

  • Empathy: Understands and considers the feelings and perspectives of team members, fostering a supportive work environment.

  • Decision-Making Ability: Makes informed choices based on data, experience, and input from others, weighing the potential impacts of decisions.

  • Delegation Skills: Assigns tasks appropriately, trusting team members to handle their responsibilities while providing support as needed.

  • Conflict Resolution: Addresses and resolves conflicts promptly and fairly, promoting harmony within the team.

  • Vision: Maintains a clear vision for the team and organization, aligning efforts with broader goals and encouraging innovation.

Manager Positions Available

  • Residential Accommodations Managers – Responsible for coordinating with professional staff and their clients to prepare all housing room assignments and building/room access. See full description here.
  • Set-up Services Manager – Responsible for coordinating with professional staff and their clients to store, inventory, transport, set up, and maintain all equipment needed for successful residential conferences. See full description here.
  • Logistics Managers – Responsible for coordinating with professional staff to prepare many of the logistical needs of a successful conference – including parking passes, directional signage, maps, and information sheets on wireless internet and fire safety. See full description here.
  • Office Manager – Responsible for promoting an efficient office by managing daily processes, communicating with and training staff, reporting to other campus departments, and completing special projects. See full description here.

Compensation:
Full Time: Hourly pay starting from $12/hr, with on-campus housing provided

Opportunities for higher pay rates available, depending on experience with Conference Services.

 

Apply Today!