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Summer Positions

 

2024 Conferences Service Summer Staff Positions

 

Looking for an on-campus summer position? Each summer, we hire a handful of highly qualified, vibrant, and motivated students to work as Conference Coordinators and Managers for our office! This position is not your typical summer job, so throw away those pretzel stand applications, and say goodbye to your “me, myself, and I” Netflix dates (but maybe not entirely)! Work together with us as we build teamwork, customer service, and communication experience, as well as develop organizational and management skills!

 

Our coordinators will manage staffing and operational responsibilities vital to a successful conferences season. Our managers, meanwhile, will be direct liaisons for 3-4 conferences, ensuring each camp runs smoothly while developing a broad understanding of the university and one’s own working style. These positions offers beneficial work for students of any academic interest and background. No matter what one’s comfort level is, this position is perfect for curious, engaged students excited by new daily challenges in a fun, active work environment!

 

These positions are available to only freshmen, sophomores, and juniors. Estimated work dates are from the first week of June to the first week of August and full time workers observe between 35-40 hours per week. Students must be readily available to be scheduled 24/7, but hours are flexibly scheduled 1-2 weeks in advance.

 

If you have any further questions or concerns, please do not hesitate to contact us at conferences@iwu.edu or 309-556-3100. The Conference Services office is located at the Memorial Center, by the Dugout, between ORL and Campus Safety offices.

 

Position #1: Conference Manager - Responsibilities:

-Be an active, positive member of the Conference Services team, representing the office and Illinois Wesleyan University and supporting fellow staff members

-Coordinate the conference logistics of 2-4 clients to guarantee a successful program, including confirming housing rosters, meeting space reservations, meal times, catering requests, and technology needs

-Communicate regularly with conference organizers to ensure all needs are met and to keep the office and University informed of requests and potential issues

-Prepare check-in materials for assigned conference groups, including entering conference data into a centralized database system, pulling and assigning appropriate housing keys and access cards, setting out linen packs for guests, inspecting rooms and reporting defects, and organizing welcome packets

-Manage check-in and check-out processes for conference participants and guests, including directing fellow Conference Service team members on assigned conference group check-in procedures

-Interact regularly with conference directors, staff, and participants regarding their stay at Illinois Wesleyan, responding to questions, maintenance requests, and lockouts

-Attend weekly staff meetings and 1:1s with the Conference Services team

-Manage concierge desks at the Memorial Center, Shirk Center, and various residence halls

-Assist with the delivery, pick up, inventory, and maintenance of bed linens

-Assist with AV and physical room set ups across campus

-Respond to emergency maintenance requests, providing a first-contact staff presence and contacting appropriate personnel

-Create detailed invoices for each conference group managed

-Serve on a nightly on-call rotation for the campus

-Handle other duties as needed and assigned

 

Position #2: Conference Coordinator - Responsibilities:

-Be an active, positive member of the Conference Services team consisting of 4-6 Managers and 1 Coordinator, representing the office and Illinois Wesleyan University and supporting fellow staff members

-Assist in supervising several Conference Managers, including providing support with conference preparation duties, monitoring completion of tasks, and offering feedback

-Communicate regularly with campus and third party organizations to ensure strong partnerships critical to the successful delivery of conference services

-Oversee front desk operations, including maintaining the physical space, answering emails and phone calls from clients and vendors, and greeting and assisting visitors

-As needed, provide supervision and support at check ins, check outs, and labor shifts throughout campus

-Create and post the staff schedule each week for all conference managers and coordinators; this schedule is sent out approximately 2 weeks in advance and includes all shifts

-Maintain staff time off requests and work hours, ensuring balance between all staff members and that each staff member does not exceed their maximum work hours

-Maintain an accurate inventory of linens; determine and make appropriate cleaning orders for linens

-Maintain updated and accurate records of dining and catering needs, gathering requests from conference managers and communicating this information to the food services staff in a timely fashion

-Schedule and run weekly meetings with the food service staff

 

Application process:

  • Step 1: Submit a cover letter and resume,
    • through Handshake using the links below
      • For the conference coordinator position: Click here
      • For the conference manager position: Click here
    • OR through email, sending your application materials to conferences@iwu.edu, choose only one of the two ways to apply.
  • Step 2: Submit a professional recommendation filled out by a recent professor and/or employer, found here: Recommendation Form

 

Dates to remember:

  • Application period will end on March 11th, 2024.
  • Review of applications will begin immediately and interviews are expected to start in February 2024. 
  • A group interview will be held on March 27th, 2024 (for those to whom it is offered).
  • Hiring notifications are estimated to be sent by March 29th, 2024.

 

Aditional Information:

  • If you are applying for both Conference Services positions, you may submit one application, but please include your interest in both positions in your cover letter.
  • The final candidate will pass a pre-employment background investigation. 
  • If you have any further questions or concerns, please do not hesitate to contact us at conferences@iwu.edu or 309-556-3100.
  • The Conference Services office is located at the Memorial Center, by the Dugout, between ORL and Campus Safety offices.
  • We will attend the Carreer Fair organized by the Carreer Center on March 6th at the Shrik Center. Feel free to stop by and ask all of your questions!